Creating email templates and adhoc reports ins zoom power user conference jan 2016
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The document provides a comprehensive guide on creating and utilizing email templates in Inszoom to enhance communication with clients, improve productivity, and ensure uniformity in the office. It outlines the steps for building templates and emphasizes the importance of using keywords to streamline the email drafting process. Additionally, it introduces the ad-hoc reporting feature, explaining how to create custom reports by selecting input and output columns based on desired data extraction.
Creating email templates and adhoc reports ins zoom power user conference jan 2016
- 1. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Save Time & Increase Productivity with Email Templates By: John Christy
- 2. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Why you should use Email Templates! • Uniformity in communicating with clients. • Knowledge sharing. Building email templates in INSZoom ensures that everyone in the office can use them. Create email templates for all to use and if the template is updated, everyone is using the most recent version. • Clear communication. If you have non-native English speakers who are excellent paralegals but struggle to communicate clearly then email templates is the answer to help them feel confident in communicating. • No more copying and pasting from Word Documents into an email. • Keywords, when used in email templates, automatically populate the Foreign Nationals details into the email. • Keep clients updated when key milestones are met. Create milestone email templates that can easily be sent to your clients. • Documents can be attached to email templates. If you send process overviews or documents to your clients when you send an intro email, attach it to the email template. When you generate the email template the attachment will be there and there is no need to take the time to upload it.
- 3. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Getting started: Where to create an email template Step 1 & 2: Go to the Knowledge Base and then click on Email Templates located in the left hand menu. 1 2
- 4. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Add new email template Step 3: In the drop down menu choose “Add New Email Template”.
- 5. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Create the email template Step 4: Complete the body of your email. Use as many keywords as possible so you only need to click a button to draft your email! The goal is to not have to edit the emails once you generate them. When you are finished click on “Save”. *when using keywords be mindful of whether or not it is a keyword to be used at the client or case level. Case level keywords won’t pull onto emails being sent from the client level. If you want to attach a document click on “Attach/Remove File”.
- 6. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Draft an email using your template Step 5: Test out your new email template and ensure you are happy with it. Go to a client profile and generate the new email. Check for spacing and grammar. 1. Go to a client profile 2. Go to a case profile (if your email template is to be sent from the case level) 3. On the left hand side go to Emails and hover over “Compose Email” 4. When the page loads click on “Select Message” and find the template you just created looking for the “Title” name that you gave your new template
- 7. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Questions?
- 8. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Design your own report with Adhoc Reporting By: John Christy
- 9. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL The Ad-hoc Reports feature in INSZoom allows you to create your own report template based on the fields you want to extract out of INSZoom. The below two columns are key items while creating an Ad-hoc report. • Input columns: Input column acts as a filter to get your output result (Similar to google search) • Output columns: Output column retrieves information from corporation/client/case level. The data will be extracted only if the report finds data in the application Example – If you need to extract client information from INSZoom, your input can be “Applicant Open Date” and the output can be “Applicant First Name” “Applicant Last Name” etc What is an Adhoc Report
- 10. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Adhoc report setup Step 1&2: Lets start creating an Adhoc report 1. Click the “Reports” tab from the horizontal menu 2. Select Adhoc Report from the left menu 3. Users need to have Report Admin rights to create reports
- 11. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Adhoc report setup Step 3&4: Here are few simple steps 1. Click ‘Add Template’ to create a new report 2. A pop-up window will appear to add the relevant template information 3. “Template Name” can be the name of the report and “Template Description” can contain additional information
- 12. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Adhoc report setup Step 3&4: 1. Click “Link/Unlink Column” above Input Column to add your filter 2. Click “Link/Unlink Column” above Output Column to add your list 3. Press F1/F2 to double check if the data is extracted from the right field 4. Click “Save” and your report is ready to be used
- 13. Copyright (C) 1999-2015 INSZoom.com, Inc. CONFIDENTIAL Questions?