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IAS-7032: What are context types and how do I use them in AutoMail?

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Article ID IAS-7032
Article Name What are context types and how do I use them in AutoMail?
Created Date 14 Oct 2008 00:00:00
Product IRIS AutoMail
Codes: GGLIWINAML
Problem What are context types and how do I use them in AutoMail?
Resolution Contents
  • Introduction
  • Context types available
  • Create a template and set your context types
  • How to change the context type of an existing template
  • Context type error message

    Introduction
    On every AutoMail template, there is a property which will determine the "context type" being used by the letter.

    The context type determines:
  • Which type of client a letter can be sent to
  • The tags available for the template

    For example, Individual (Personal Tax) context type would be used for personal clients with Tax information displayed in the templates. The context type of a template determines which tags from the IRIS database should be available for selection in the Tag selection screen. For example, Personal Tax context type includes some Tax tags.

    Context Types Available

    Related Articles
    KB IAS-7033: What context types are available in Automail?

    How to create a template and set the context type
    To create a new template and assign a context type to the template, you will need to:
  • Log on to IRIS AutoMail from IRIS Main Menu
  • The IRIS AutoMail - Letter Request browser will be displayed, click on the Templates button
  • The IRIS AutoMail - Letter Maintenance screen will be displayed, click on the folder that you would like to save your template to for example User Folder
  • Click on the New Template button
  • The New Template screen will be displayed, enter a description for the template that you would like to generate
  • Select the context type for your target clients for example if you would like to send a letter out to your business clients only then you would select the relevant tag
  • Click on the OK button

    Changing the context type on an existing template
    You may wish to change the context type on an existing template if you want the letter to either be sent to a different client type or you want to select some different tags on the template.

    For example, you have already setup a template with context type "client". However you want the letter to include personal tax tags, therefore you will need to change the context type to "Individual (Personal Tax)"

    There are 3 stages to changing the context type of a template:
  • Change template property
  • Remove the tags from the template i.e. the tag selection screen
  • Remove the tags from the Word template.

    Change template property
  • Log on to IRIS AutoMail from IRIS Main Menu
  • The IRIS AutoMail - Letter Request browser will be displayed, click on the Templates button
  • The IRIS AutoMail - Letter Maintenance screen will be displayed, locate and highlight the folder that the template has been saved in
  • Highlight the template
  • Click on the properties button
  • The Edit Template Properties screen will be displayed, under context type, click on the down arrow and select the desired context type.

    Remove the tags from the template i.e. the tag selection screen
  • A Warning message "You have changed the context type. Please remove any now invalid tags from the Word document", click on the OK button
  • This will then display a Question screen with a message "the tag "XXX" is no longer correct for this context type. The choices available are remove this tag from the template or reedit the template properties to change the type back. Remove the tag from the template?" Select the Yes button if you are sure that you would like to edit the template. Select the No button if you would like to revert back to the original context type.
  • Once you have clicked through all the prompts the Word template will be displayed.

    Remove the tags from the Word template.
  • When the Word template is displayed, you will have to manually remove the tags from the document
  • For example, you have a tag "XXX" that is no longer correct for the template, although it has been removed from the tag selection screen however, it has not been removed from the template. Thus you would need to locate the tag XXX and delete it.
  • Once the Word document has been edited, and the invalid tags removed, click on the save button in the tag selection screen.

    NOTE: If all tags have not been removed from the document, you may get an "Invalid Merge Field" message.

    Context Type Error Message
    When you generate a template, you may get a message: "Client type mismatch with template context type".

    This message means that the template that you have selected for the client is incorrect. For example you have selected an Individual context type template for a business client.

    To resolve this you would need to either:
  • Change the Client that you are producing the letter for. For example instead of the personal client you would need to use the business client (Sole Trader)
  • Change the context type of the letter to ensure the correct Context type is being used for the client. For example, change the context type to the 'Business' context type. Please see above on How to change the context type of an existing template.

    Related Articles
    KB IAS-6785: How can I insert tags into an Automail template?
    KB IAS-7033: What context types are available in Automail?
    KB IAS-7078: How do I setup my own custom AutoMail templates?
    KB IAS-6864: What Microsoft Word skills may I need to edit AutoMail templates?


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