Purpose

This form displays a list of all Incoming Correspondence sent to Service Request Messaging Mailboxes.

Anticipated Frequency

As required

By default, this form displays all unprocessed correspondence (those with a status of 'UNREAD'). Users with update access to the context Correspondence Type can:

• Insert a Person ID - in cases where an Incoming Correspondence record has not yet been mapped to a Person
• Update the Person ID - in cases where the correspondence may have been mapped to the wrong Person
• Add a Comment
• Update the Correspondence Status - the available statuses are UNREAD, READ and DELETE
• Delete an Incoming Correspondence for users with delete privileges
• Link Incoming Correspondence to one or more existing or new Service Requests
• Record Person Service Request (SRMF2000) and attach the Incoming Correspondence record to the Record Person Service Request (when the new Request record is saved)
• Select the Service Request link to navigate to the Record Service Request (SRMF1000) form to create a (non person) Service Request and attach the Incoming Correspondence record to the Record Service Request (when the new Request record is saved)

For further understanding of Incoming Emails, see Correspondence - Special Topics (CORINTR5)

Security restrictions exist. A user is only able to Insert, Update, Delete and Select records from this table when able to perform the operations for the Correspondence Type.

This form is accessed from the main menu.

The Incoming Correspondence block contains:

• Include (Pop)
• Ref. Number
• Sender Name
• Date Received
• Time
• Status (Pop)
• Subject
• Correspondence to Person image
• Potential Person Matches image
• Correspondence to Service Request image
• Attachments exist image

Buttons

• Delete
• View All or View Unread
• Attach To Person Service Request (Overlay)
  • Request ID
  • Category
  • Status
  • Request Date
  • Target Response Date
  • Attach Corresp check box
  • Remove Corresp check box
  • Request Detail button (SRMF2000)
• Create (View) Service Request (SRMF1000)
• Create Person Service Request (SRMF2000)

Tabs

Message Content

• Message Content
• Open Message button (CORF2710)

Other Details

• Person ID
• Correspondence Type
• Date Sent
• Sender Address
• Reply To Address

Buttons

• Find Person (ADMF1211)
• Potential Person Matches
  • Person ID
  • Person Name
  • Select button
  • Back button

Attachments

• File Name
• Open button

Comments

• Comments

Rules/Notes:

Validations include:

• Cannot update Incoming Correspondence Person ID if the correspondence is attached to a Person Service Request
• Cannot insert Person ID in Incoming Correspondence if the correspondence is attached to a (non person) Service Request
• Cannot change Correspondence Status from READ to UNREAD if the correspondence is mapped to one or more Service Requests
• Cannot change Correspondence Status to DELETE if the correspondence is mapped to one or more Service Requests
• Cannot remove a Person Service Request if this Incoming Correspondence is not attached to the Service Request
• Cannot attach a Person Service Request if this Incoming Correspondence already attached to the Service Request
• Cannot delete a record without the Correspondence Type of ‘DELETE’
• To warn the user that changes will not be saved if one or more Attach or Remove check boxes are selected.

Rules/Notes:

The Include pop list. 'Unlinked Correspondence Only' is the default value. This pop list is used to query the Incoming Correspondence records. If it is 'Unlinked Correspondence Only' , the Incoming Correspondence block will include 'Unlinked Correspondence Only’ ; similar with the other two options. This 'Include’ pop list also operate in conjunction with all type of search (F7/F8 and toolbar initiated searching) - e.g. query on a specific Person ID for all correspondence not attached to a request.

The 1st Image (Correspondence to Person) indicates that Person ID is not null. If no Person ID, the image is invisible. The 2nd Image (Potential Person Matches) indicates the existence of any potential Person records or the Person ID is not null. The 3rd Image (Correspondence to Service Request) indicates whether the Incoming Correspondence is attached to Service Requests. The table at the bottom of the page describes the various criteria in which an image is visible or invisible.

The four images displayed in this block after the 'Subject' field are (See further information under heading 'Images 1, 2 and 3' below):

The 1st image (i1) is 'Correspondence is Mapped to a Person'

The 2nd image (i2) is 'Potential Person Matches Exist'

The 3rd image (i3) is 'Correspondence is Attached to Service Request'

(See 4th image below)

The next image is a paper clip indicating that an attachments exists. This image only appears when there are attachments to the Incoming Correspondence.

If there is non-person Service Request linked to the context Incoming Correspondence, the Create Service Request button will change to View Service Request.

Rules/Notes:

The Attach Corresp. and Remove Corresp. check boxes are for attaching or removing correspondence to the request.

The image after the Target Response Date and before the Attach Corresp check box is the 'Request Attached to Correspondence' image.

The 4th image (i4) is 'Attached Correspondence'

If no records are created or deleted, a warning message showing that no records are attached or detached will be displayed. This message fires when the user presses the 'OK' button that results in no records are attached or detached. The message text will be 'No records are attached and detached'.

Rules/Notes:

Rules/Notes:

The 'Open Message' button takes the user to CORF1119 - Display Full Messages to display the full details of the selected Incoming Correspondence.

Rules/Notes:

The Find Person button is always visible. The second button, Potential Person Matches is enabled when there are potential Person records and takes the user to the 'Incoming Correspondence Potential Person block.

When the 'Select' button is selected, the context Incoming Correspondence record will be populated with the selected Person ID and the form will close.

Rules/Notes:

The 'Open' button opens a new browser window and displays attachments to the correspondence