Contract Inquiry
This card allows the user to view information on a Contract. However, in this form, modification to the data is not permitted. Select the Contract # from the dropdown options. Note there are fewer buttons than on the previous form.
Contract Alerts
Use this card to send, display or print alerts for all Contracts, and Document Type References that are about to expire. Users can generate pending alerts for all contracts or selectively choose contracts based on the Contract Administrator assigned to the contract.
Create Alerts
All Administrator defaults with a checkmark. To select only one Contract Administrator, utilize the dropdown option to make the selection.
Click Create Alerts to create the list of all contracts that are about to expire. This option adds other document types that are about to expire. The criteria for selection is based on the Contract End Date (from contract master) or Expiration Date (from Information Document Types) in comparison to the current system date and the number of days entered in Alert Days.
The following confirmation message displays. Click OK.
Alerts will also appear again if Alert Recurrence Days has expired. If records have been deleted via the Display Alerts option and the Create Alerts option is executed, the previously deleted records will be included again.
Display Alerts
Click Display Alerts a list of contracts that are pending expiration for the contract itself or a document type (Insurance, bond) as setup via the Information button option within Contract Maintenance. The list will sort in ascending order by expiration date so that the most overdue record will list first.
Once the Create Alerts option has been executed the user can delete/cut records via the Display Alerts option. Cutting or deleting from the display list does not delete the contract from the Contract Maintenance form; it simply removes it from the temporary table created via the Create Alerts option. Records deleted via this option will be recreated the next time the Create Alerts option is executed.
Click Yes to continue or No to cancel.
| Field | Description |
|---|---|
| Contract # | The Contract # that has a pending alert |
| Document Type | If the alert pertains to a document type from the Information button, the name of the document type will display. If the alert pertains to the contract expiration, the field will indicate the name of document entered in the Alert Document field on the master form. |
| Reference | The reference number for the Document Type will appear. If the record pertains to the expiring contract the word “None” will appear. |
| Expiration Date | Lists the expiration date of the Document Type or of the contract itself. |
| Respond To Group | This is the group that was assigned via both the Information button and contract master form in the Respond To Group field. The groups are setup via the Email Notification Setup Form where multiple emails can be assigned to a group. |
| Contact Name | If the record was generated from the Information button then the name that appears in this field comes from the Contact button option found on the Information form in lower right-hand corner. Do not confuse this Contract button with the main Contact button found on the master form. If the record was generated from the contract expiring, then the contact names come from the Contract Email button option found on the master form. If there is more than one contact entered into the Contract Email this will generate an Alerts form to create a separate record for each contact. This field can be edited. |
| Company Name | The company name of each contact as assigned via the Contacts button option on the master form will appear. This field can be edited. |
| Address Line 1 Address Line 2 City/State/Zip | The address that was assigned to the contact via the Contacts button option on the master form are displayed. This field can be edited. |
| The email address that was assigned to the contact via the Contacts button option on the master form will appear here. This field cannot be edited. | |
| Misc Field | The large field to the right of the address is comprised of data from multiple areas. Contract Description, Reference #, Proper coverage has not been obtained (Generated by the system), Id # has Expired (system will generate the number of days left before expiration), Policy #. The records that pertain to the contract itself expiring will only indicate a message generated by the system listing the contract description and in how many days the contract will expire. This field cannot be edited. |
Edit Letter
Click Edit Letter to display the contents of the information from the Default Document Message Form. The displayed information which will be sent as an Email attachment. The contents of the letter can be modified at this time.
In order for the edit letter option to work from the Information button the records for Document Type selected at the information button must be the same document type selected when creating the letter in Document Default Message form.
Click Print to display/print the letter that will be attached to the email alert. The letter will be addressed to the agency assigned to the contact via Contacts on the Contract Maintenance form.
To remove an alert from the displayed options. Right Click to the left of the Contract # field. Select Cut, the following message displays.
Click Yes to continue or No to cancel.
Once you create alerts again the record will be present. This option only removes the Alert from the current Create Alert.
Print Alerts
Select Administrator or check the box for All Administrators.
Click Print Alerts to print a listing of all contracts and document types about to expire. The following message displays.
Click Yes to print the list of Alerts or No to return to the Contract Alert form.
Send Alerts
Click Send Alerts to send emails for all contracts about to expire and all document types found within the Information button that are about to expire. Once sent, the system will update the Alert Sent Date field within contract master and the Information record. A copy of the letter is also saved to a designated folder.
Once the alerts have been sent, they will no longer be included in the Display Alerts option. Records will not appear again until the Alert Recurrence Days has expired, or the Contract End Date/ Expiration Date has been revised.
Click Yes to continue or No to cancel.
Once emails have been sent Click OK.
Delete Alerts
Click Delete Alerts to delete all of the records created by the Create Alerts option. The Delete Alerts option is not a required, this option can be used if the Create Alerts option was executed in error or changes were made to the contract expiration date after the create option was selected this option erases all records. To regenerate a new set of alerts begin the create process again.
Click Yes to continue or No to cancel.
Once alerts are deleted. Click OK.
User Defined Data Entry
If User Defined Data Entry was set up, this option allows for the entering of the applicable data.
Click User Defined Data Entry to enter the applicable data to the setup fields.
Enter or select the Form Name and Contract #.
Click Enter, the following form displays to make the data entries.
Click Print to obtain a report listing the current contents for the selected contract. If History option is selected the report will illustrate all changes made to each field.
Click Yes to get a listing illustrating all the changes ever made to each field or No to get a report listing only the current contents of the fields.
Sample report when No is selected.
Sample report when Yes is selected.
Additional option to view the history of a field is to double click within a field.