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RECALLS

Professional Fees can be configured to produce a recall date and time which is stored on the animal’s record. You can search for animals due a recall and produce labels, letters, text messages and emails. You can also write the results to a file.

SEARCH CRITERIA

  1. Click Reporting on the Assisi Desktop and click Monthly Reports>Recalls.

  2. You can filter by:-

Animal Group: Select the required Animal Group from the selection box. If you leave this box blank, then all animal groups will be included.

Limit Clients from Branch: This is the branch as specified on the client screen – select as appropriate. If you leave this box blank, then all branches will be included.

Date to Check: You can search on a Due Date or an Expiry Date. Click the control box to toggle between the two choices.

Limit Clients by Group: You can filter by Customer Type. Select as appropriate. If you leave this box blank, then all clients will be included.

Limit Clients by Terms Code: You can filter by Terms Code. Select as appropriate. If you leave this box blank, then all clients will be included.

Check Communications flag: This checks the Reminders setting on the client screen, ie it only includes clients where Reminders is set to Yes. Click the control box to toggle between Yes and No.

Start Date: This is the start date of the date range to be included.

End Date: This is the end date of the date range to be included.

NOTE: Active clients/animals only will be included

CODE SELECTION

All recall codes will be displayed in the Code Selection Box. If you tick individual or multiple recall codes, then only those codes will be included.

If no codes are ticked, the all codes will be included.

There are Select All and Clear All options to make selection easier.

OUTPUT OPTIONS

There are tick boxes on the client screen that allow you to specify the client’s preferred method of receiving reminders. The system refers to these preferences when selecting who should be included/excluded in each recall run.

Animal Label: This option will print a client address label to your label printer with the animal name displayed – one label per animal.

Owner Label: This option will print a client address label to your label printer without the animal name displayed – one label per client.

Mail Merge: This option will allow you to produce a letter for each client with up to 10 animals’ recall details listed in the letter. A template will need to be produced in Open Office or Word and you will be offered a choice of template when generating the letters. Select the correct template and click Open. The merged letters will be displayed for printing. See below for a list of tokens that can be incorporated into the template.

File: This option will allow you to export the results of the search to a text file. Type in the name, select a location for the file when prompted and click Save.

If SMS messages have been configured by our Support Department:

Text Messages: Text messages can be sent. This option will generate an SMS reminder per animal. Click SMS. Select the required template and click Send. Click Yes on the confirmation screen. The recall will be queued and sent.

Merged SMS: This option will generate one reminder per client and can include recall details for up to 10 animals.

Email: This option will allow you to email reminders to those clients who have an email address in the Primary Email field on their client record and a tick in the email authorisation box alongside it. There is not an option to generate one reminder per client to include multiple animals.

If you have already run a recall report and selected either SMS or Email for the output (or both) and wish to produce recalls for the remainder of your clients who have received neither, you can run the report again and select one or both of the following options.

This would exclude those clients who have already been contacted by one of those methods.

TEMPLATES

Mail Merge Templates in Open Office

  1. Launch OpenOffice Writer

  1. OpenOffice Writer defaults all documents to be in a book style format and you should amend the print settings as follows to avoid printing a blank page between each printed page.

  2. Click the Tools Menu and Options.

  3. Click the + symbol to the left of Open Office Writer

  4. Remove the tick from Print Automatically Inserted Blank Pages.

Unfortunately, there is no facility to save this modification to an existing document, so click File>Save As and save the document as your new template. Open this new template to continue.

  1. To add today’s date to the template:

  2. place your cursor in the position that you wish to display the date, > click on the Insert menu and click Fields and then > Other;

  3. click on the Document tab and in the Type column, click > Date;

  4. in the Select column, click Date (not Date Fixed);

  5. in the Format column, select your required date format and

  6. Click Insert.

  7. Type in the standard, non-variable text.

  8. To insert the relevant tokens for the variable data, ie client name and address, animal recall details, etc (See overleaf for available tokens):

  9. Click in the document where you want the token inserted.

  10. Click Insert>Fields>Other (or press Ctrl+F2).

  11. Click the Database tab.

  12. In the Type box, click on Mail merge fields.

  13. In the Database Selection Box, click on the box alongside the > MiddleMan database.

  14. Scroll down and click the plus sign alongside RecallMMerge to > list the tokens for the mail merge.

  15. Click on the first required token and click Insert.

  16. Click back onto the document and click where you want the next token > inserted, and repeat as above.

  17. When all of the required tokens have been inserted, click Close > on the Fields box.

  18. Close and Save the document. If you have only one branch, it > can be saved in the Templates folder in Assisi Documents > on the C: drive. If you have more than one branch, however, > contact us for the file path if you want the template available at > all branches.

Mail Merge Templates in MS Word

  1. Open a new Word document and type in the standard, non-variable text.
  1. See below for available tokens. To insert the relevant tokens for the variable data, ie client name and address, animal recall details, etc:

This may vary slightly, depending upon the version of Word that you are using. The following instructions are for Word 2010. Some older versions of Word may not support the mail merge facility for third party programmes.

  • Click in the document where you want the token inserted.

  • Click the Insert tab>Quick Parts>Field.

  • In the Categories box, select Mail Merge.

  • In the Field names: box underneath, MergeField.

  • In the Field Properties section, type in the name of the token – > no spaces allowed.

  • Click OK or press Enter.

  • Reposition the cursor and repeat until all tokens have been > inserted.

Available Mail Merge Tokens

TOKENS
CustomerRef

Salutation1

(Includes Title, Forename and Surname)

Salutation2

(Includes Title and Surname)
Surname Forename
Title Street (Address Line 1)
Area (Address Line 2) City (Address Line 3)
County (Address Line 4) Postcode
Balance
Animal tokens for one letter per animal:
Pet Name Date of Birth
Species Recall Code
Recall Description Recall Due Date
Recall Expiry Date
Animal tokens for one letter per client with recall details of up to 10 animals – use individual tokens per animal:
Petname1 (up to Petname10) DOB1 (up to DOB10)
Code1 (up to Code10) Description1 (up to Description10)
Specie1 (up to Specie10) Date1 (up to Date10)
Expiry1 (up to Expiry 10)

SMS Templates

Templates can be created from the Communication tile on the Settings menu. Once a new template has been created, this can be selected from the Recall Report option when generating the text messages.

You can choose to send one message per animal (Send SMS) or one message per client for up to 10 animals (Merged SMS).

Creating an SMS Template

Try to be as concise as possible with the wording on your template. Otherwise, if there are too many characters when the message has been populated, then the message will be split into two.

  1. Click the Settings tile on the Assisi Desktop and click Communications.

  2. On the Communication System Setup Menu, click Messaging Templates.

  3. In the SMS Templates box, click New Template.

  4. In the Template Name box, type in the name for the template.

  5. Type the wording for the template in the Message Text box, inserting the tokens as appropriate and click the Save tile.

Editing an Existing SMS Template

  1. Click the Settings tile on the Assisi Desktop and click Communications.

  1. On the Communication System Setup Menu, click Messaging Templates.

  2. In the SMS Templates box, click the template to be edited.

  3. Edit the template as required and click the Save tile.

Available SMS Tokens

**RecallDate** **RecallCode**
**RecallDescription** **AnimalName**
**Salutation** **AccountBalance**
**AppointmentTime** **AppointmentDate**
For those practices that are operating a Practice Scheme, the following tokens are also available.
**SchemeName** **SchemeCode**
**SchemeEnrolment Date** **SchemeExpiryDate**
**SchemePrice**

The following is an example of a one-per-animal SMS message:

SMS Template

**ANIMALNAME** has a recall due for **RECALLDESCRIPTION** on or after **RECALLDATE**.

SMS Message

Carrie has a recall due for Full DHLPPi Booster on or after 20 June.

Merged SMS

The tokens for merged SMS messages are the same as for standard SMS messages. The following is an example of a merged message. Prince is due a recall for a Part LPPi Booster on 2 June and Carrie for a Full DHPPi Booster on 20 June.

Merged Template

Please ring to make an appointment for **ANIMALNAME** as their recall is due for **RECALLDESCRIPTION** on or after **RECALLDATE**.

Merged Message

Please ring to make an appointment for Prince and Carrie as their recall is due for Part LPPi Booster and Full DHLPPi Booster on or after 2 June and 20 June.

Email Templates

Creating Email Templates

Email templates can be created as follows. You will be prompted to select a template when generating the emails.

  1. Click the Settings tile on the Assisi Desktop and click Communications.

  1. On the Communication System Setup Menu, click Email Templates.

  2. In the Email Templates box, click New Template.

  3. In the Template Name box, type in the name for the template.

  4. In the Subject Text box, type in the text that you wish to be added as the subject.

  5. Type the wording for the template in the Message Text box, inserting the tokens as appropriate and click the Save tile.

Editing an Existing Email Template

  1. Click the Settings tile on the Assisi Desktop and click Communications.

  1. On the Communication System Setup Menu, click Email Templates.

  2. In the Email Templates box, click the template to be edited.

  3. Edit the template as required and click the Save tile.

Available Email Tokens

**RecallDate** **RecallCode**
**RecallDescription** **AnimalName**
**Salutation**

Email Template

Please ring to make an appointment for **ANIMALNAME** as a recall is due for **RECALLDESCRIPTION** on or after **RECALLDATE**.

Email Message

Please ring to make an appointment for Prince as a recall is due for Full DHLPPi Booster on or after 2 June.