Batch Tenure Enquiry Letter
Purpose
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:
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FIND to identify the cemetery locations to be actioned
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RESULTS GRID lists the locations matching the search criteria and allows their inclusion in the batch of letters generated
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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
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Field
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Description
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Associated Business Process
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FIND Location
to identify the cemetery location records to be actioned
FIND: to search for matching records
CLEAR: to remove previous search criteria
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Site
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Look up to sites (cemeteries)
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Tenure Expiry Date
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Date range entry fields
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Search under Sub-Category
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Radio buttons: checked, not checked
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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
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Area, S1, S2
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Look ups to area records in location hierarchy
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Location Code
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Text entry field to search according to location code
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Can be used with/without Site & Area codes
For example....
entering HGH-LAWN-A1 returns 20 results of codes "starting with" that sequence. |
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Operational Status
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A dropdown list identifying the operational status of the location
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Examples are available for use or unavailable for use
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Sales Status
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A dropdown list identifying the sales status of the location
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Examples are sold, future release or available for sale
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Tenure Status
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A dropdown list identifying the tenure status of the location
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Examples are limited tenure, perpetuity, tenure sticker placed, disestablished
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Active
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Radio buttons: active, not active
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Purpose
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A dropdown list displaying the high-level purpose of the location
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Examples are Monumental or Lawn Burials
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Type
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A dropdown list displaying the type of location
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Examples are Lawn Grave with Beam, Headstone Lawn Grave
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Tenure Sticker Placed
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Radio buttons: yes, no
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Temporary Grave Marker
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Radio buttons: yes, no
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Temporary Grave Marker Expiry Date
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Date range entry fields
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Temporary Memorial
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Radio buttons: yes, no
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Temporary Memorial Expiry Date
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Date range entry fields
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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
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Location Code
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Content and purpose as described above
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Holder of Right
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Operational Status
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Sales Status
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Tenure Status
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Tenure Expiry Date
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Included
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Checkbox marks each entry for inclusion in the batch changes
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Visible once Confirm Selection has been actioned.
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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.
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Tenure Status
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Selection List. Options are:
- Initial Correspondence Sent - Final Correspondence Sent |
Cemetery location field is updated with corresponding value
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Tenure Letter Period
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Selection List. Options are:
- Three months
- Four weeks
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Appears as text in standard letter template. Used to advise ROI Holder of timeframe for response
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Current Fee
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Numeric field
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Used to advise ROI Holder of cost to extend location into perpetuity.
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Tenure Period
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Selection List. Options are:
- 25, 50, 60 years - perpetuity |
Used to advise ROI Holder of period of tenure that applied to original purchase
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Letter No.
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Selection List. Options are:
- First Letter
- Disestablished
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