When you'd like to send a reminder email to your Supplier contacts about providing their updated Insurance records, Re-Leased makes it easy. You can set up one or more customised email templates to ensure your suppliers get the right messaging with the right level of detail at the right time.
Creating Suppliers Insurance reminder email templates
Navigate to Templates from the main settings menu.
In the list of correspondence templates, you will see one named Suppliers Insurance Master Template. You can click on the name of this Master template to view and/or customise it; or alternatively you can click on Create Correspondence Template to create a brand new one from scratch.
If you decide to create a new template, make sure you select Suppliers Insurance Reminder under Template Type. This will ensure the correct merge fields are available to insert into the subject and body of the template. Like with other Correspondence Templates, you can customise the title of this template so your internal staff can easily identify it.
Please note: The {{ InsuranceSummary }} merge field will appear in emails in table form, showing a list of all selected insurance policies (see below for more information on sending reminders for multiple policies). The Insurance Summary table will appear in the sent email similar to the below:
When you are happy with your correspondence templates, you can create an email reminder to your supplier.
Sending a reminder email
There are two places you can create a reminder email from for Suppliers Insurance: the dashboard reminder, and from the policy list on the Contact record.
1. From the Dashboard:
On the main dashboard click on the relevant Suppliers Insurance tile to bring up the policy details. Click on the Send email reminder button. This will bring up the email editor.
In the email editor, the To field will by default contain the Contact the insurance policy is under. You can add others by typing, or use the CC and BCC fields if necessary.
Use the Template dropdown to choose a correspondence template for the email. The prefilled template will appear in the body of the email editor. You can edit or change the subject or body of the email here before sending, including adding further merge fields if required, however note that these changes won't save at the correspondence template level. To change the content on the template, navigate to Settings > Templates as described above.
Once you're happy with the email, you can click Send.
The sent email will appear in the Correspondence list of the Contact, and Re-Leased will automatically create a Note on that policy indicating a reminder email has been sent to the Contact.
2. Sending reminders from the Contact
On the Insurance list page on the Contact, you can choose to send a reminder for one or more policies together. If you only wish to send a reminder for one policy, click the three dots icon on the relevant policy to see the list of more actions, and click Email reminder.
This will bring up the email editor as described above.
If you'd like to send an email for more than one policy at once, use the checkboxes to select the right policies, then use the menu under Bulk Actions to click Email reminder.
Again, this will bring up the email editor as described above. The difference when multiple policies are selected is that the Insurance Summary merge field will create a table with the details of all selected policies listed.
Again once sent, the email can be viewed in the Correspondence list under the Contact.
