The Batch Tenure Enquiry Letter function allows staff to generate letters concerning tenure expiry to the Right of Interment holders of a series of cemetery locations in one process.
This feature will produce a PDF letter to be printed and mailed, and will file a copy in the documents library of each affected cemetery location and person (deceased and rights holders). Also updates the tenure status of the cemetery location record. It is used to make the first contact with families, and to provide final warnings if a location is be disestablished due to inaction.
Other system letters concerning tenure contact processes can be generated from the deceased person record, using the Print EOT Letter button.
The feature is stored under the MY CRM menu on the top navigation banner.
The screen is divided into 3 practical sections:
FIND to identify the cemetery locations to be actioned
RESULTS GRID lists the locations matching the search criteria and allows their inclusion in the batch of letters generated
END OF TENURE LETTER PRINT allows the selection of print template and custom wording to be applied to every letter, and the tenure status to apply to all cemetery locations
Field List
Field
Description
Associated Business Process
FIND Location
to identify the cemetery location records to be actioned
FIND: to search for matching records
CLEAR: to remove previous search criteria
Site
Look up to sites (cemeteries)
Tenure Expiry Date
Date range entry fields
Search under Sub-Category
Radio buttons: checked, not checked
Not checked will over-ride location hierarchy and open search criteria.
For example...
HGH-LAWN has no direct locations HGH-LAWN-A1 Row A1 has 20 graves HGH-LAWN-B1 Row B1 has 20 graves
Selecting Site/Area HGH-LAWN...
- checked returns 0 results
- not checked returns 40 results
Area, S1, S2
Look ups to area records in location hierarchy
Location Code
Text entry field to search according to location code
Can be used with/without Site & Area codes
For example.... entering HGH-LAWN-A1 returns 20 results of codes "starting with" that sequence.
Operational Status
A dropdown list identifying the operational status of the location
Examples are available for use or unavailable for use
Sales Status
A dropdown list identifying the sales status of the location
Examples are sold, future release or available for sale
Tenure Status
A dropdown list identifying the tenure status of the location
Examples are limited tenure, perpetuity, tenure sticker placed, disestablished
Active
Radio buttons: active, not active
Purpose
A dropdown list displaying the high-level purpose of the location
Examples are Monumental or Lawn Burials
Type
A dropdown list displaying the type of location
Examples are Lawn Grave with Beam, Headstone Lawn Grave
Tenure Sticker Placed
Radio buttons: yes, no
Temporary Grave Marker
Radio buttons: yes, no
Temporary Grave Marker Expiry Date
Date range entry fields
Temporary Memorial
Radio buttons: yes, no
Temporary Memorial Expiry Date
Date range entry fields
RESULTS GRID
lists information about the cemetery locations that match the search criteria. Allows their inclusion in the Batch Tenure Enquiry Letter
CONFIRM SELECTION: locks in record range identifed using search criteria
INCLUDE ALL: checks all records as included in letter batch
EXCLUDE ALL: unchecks all records from letter batch
Location Code
Content and purpose as described above
Holder of Right
Operational Status
Sales Status
Tenure Status
Tenure Expiry Date
Included
Checkbox marks each entry for inclusion in the batch changes
Visible once Confirm Selection has been actioned.
END OF TENURE LETTER PRINT
defines the status field values to be changed on the list of cemetery locations
UPDATE : processes the field values selected below against the records marked as included
Fields are skipped (unaffected) if the commit value is left blank, or shows as none on selection lists.
Tenure Status
Selection List. Options are: - Initial Correspondence Sent - Final Correspondence Sent
Cemetery location field is updated with corresponding value
Tenure Letter Period
Selection List. Options are:
- Three months
- Four weeks
Appears as text in standard letter template. Used to advise ROI Holder of timeframe for response
Current Fee
Numeric field
Used to advise ROI Holder of cost to extend location into perpetuity.
