Correspondence module

The Correspondence module holds details about communications (email, letter, phone call, etc.) between the Registry and its clients / stakeholders. A Correspondence record relates to a particular matter and records each receipt of, and reply to, a piece of correspondence (email, letter, phone call, etc.) in this matter. A full history of correspondence in a matter is maintained.

A Correspondence record includes:

  • Classification details of the correspondence (Type, Category and Status).
  • The name and contact details of the person who initiated the correspondence or who the correspondence is directed towards.
  • A link to a POS record if the correspondence relates to a POS transaction.
  • Details of the receipt of, and reply to, a piece of correspondence in a particular matter.

Note: The Correspondence module has been superseded by the more feature rich Communications module (although clients may continue to use the Correspondence module).

Typical Correspondence module tabs and their purpose

Note: As every institution is able to customise Vitalware to suit its requirements, there are many different versions of Vitalware. Even where institutions have the same modules, the tabs included in each instance of the module may be different; and even where institutions have tabs with the same name, the fields on those tabs may be different. For that reason this section only provides a general description of modules, tabs and fields.

Note: Use the Field Level Help to find a description of a field as it is used in your organisation. A field description can be added to every field, describing its specific use by your institution.

Tab Description

Contact

Records:

  • Classification details of the correspondence (Type, Category and Status).
  • The name and contact details of the person who initiated the correspondence.
  • A link to a POS record for use if the correspondence relates to a POS transaction.

Details

Each row in the Correspondence List holds details of the receipt of, and reply to, a piece of correspondence in a particular matter.

Tasks

See Tasks tab for details.

System Notes

See System Notes tab for details.

Notes

See Notes tab for details.

Multimedia

See Multimedia tab for details.

Security

See Security tab for details.

Audit

See Audit tab for details.

Admin

See Admin tab for details.