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Dwellant Help Centre

Message templates: types, where they are used and how to add them

Debs
Debs
· Updated

The content and formatting of general communication messages sent out to different parties are based on certain templates within Dwellant, also known as 'Message templates'. These can be created at the Dwellant system level to be made available to all Managing Agents. They can also be added at the Managing Agent and Building level. Not all message template types are available at all levels.

Message templates are used in emails and in pages.

 

They can be found under -

Setup > Core Data > Message Templates

 

id

 

Type

 

Dwellant

Managing agent

 

Building user

 

Email?

 

Description

 

1

Contractor invitation

Y

Y



Y

Add a new contractor OR assign a work order to a contractor who has not registered.

2

Building Member Invitation

Y

Y

Y

Y

Building > Setup > Users Send invitations button OR User Details, select message to send

3

Welcome to Non-Contractor

Y

Y

Y

Y

Register a new user, and activate account As a building administrator, complete the verify new user request

4

Welcome to contractor

Y

Y



Y



6

Property details for contractors

Y

Y

Y

 

Used for displaying information about the property/building such as where to send work orders.  Used in various places: Work Order - Building Details Tab, Work Order PDF?, RFQ PDF?, Contract - Building Details Tab.

This information has to be duplicated in two other message templates used for Contract emails: Contract Assignment 53 and 112 and 114.

BuildingDetails variable is available from later portal versions to embed information from the organisation variables.

7

Organisation member invitation

Y

Y



Y



13

Repeated event message

Y

Y

Y

?



15

Organisation message

Y





?



16

Data gateway posting

Y

Y



 



17

Custom pdf tenant invitation

Y

Y

Y

 



18

Custom pdf owner invitation

Y

Y

Y

 



19

Offline posting

Y

Y

Y

 



21

Online payment current statement header text

Y

Y



 



22

Online payment fees and warnings text

Y

Y



 



23

Online payment credits explanation

Y

Y



 



24

Resource calendar booking confirmation

Y

Y

Y

Y

Add a booking. Complete the request and select Accept. (The acceptance message template is set per calendar)

25

Resource calendar booking rejection

Y

Y

Y

Y

Add a booking. Complete the request and select Reject. (The rejection message template is set per calendar)

26

Legal pack email template

Y

Y

Y

Y

Building > Home > Legal Pack > Send Legal Pack

27

Registration completion intro for building members

Y

Y

Y

?



28

Registration completion intro for contractors

Y





?



29

Registration completion intro for others

Y





?



30

User data change message

Y

Y

Y

Y

As a resident update your information. As a property manager complete the request and select a message to send to the user.

31

Newsletter

Y

Y

Y

?



32

Work Order / Request for Quotation

Y

Y

Y

PDF



33

Ad hoc payment optional header

Y

Y



 



34

Ad hoc payment optional footer

Y

Y



 



35

Direct mail covering message

Y

Y



Y

As a property manager, on a posting, select Direct mail. Select users you want to receive the email.

36

Reject user change message

Y

Y

Y

Y

As a resident change your personal information. As a property manager complete the request and reject the changes.

37

Key hook label template

Y





 



38

Package history

Y



Y

 



39

Borrowable item history

Y



Y

 



40

Rejected email building user message

Y

Y



?



41

Rejected email contractor user message

Y

Y



?



42

Survey

Y

Y



 

Used for csite report and requests Word report.

43

Packages audit report

Y

Y



 



44

Contractor: Introduction to Dwellant

Y

Y



?



46

Word based email

Y

Y



?



50

Auditor invitation

Y

Y



Y

As a Managing agent administrator. Setup > Auditing companies. Add a company

53

Contract assignment

Y

Y

Y

Y

The notification email sent to contractors - New Contract Awarded.  The building details part duplicates information from message templates 6, 112 & 114.  The contract value is not included if this option is selected on the contract (requires the Budgets privilege).

61

Landlord invitation

Y

Y



Y



66

Concierge Assistant: PickUp History

Y



Y

 



92

AdhocPaymentMadeOnline







?



94

BuildingMemberRegistrationAccepted







?



95

BuildingMemberRegistrationRejected







?



96

ContractorAgreement







 



97

ContractDueForRenewalNotification







?



99

OnlinePaymentCurrentStatementFooterText







 



100

OwnerEbillingDocumentPublishNoticationFooter







 



101

ChaseContractorForDocumentCompliance







?



102

ResourceCalendarBookingCancellation







?



103

ContractorContract

Y

Y

Y

PDF

Contractors can download a pdf version of the Contract.  The contract value is not included if this option is selected on the contract (requires the Budgets privilege).

104

ConciergeDeskRegistrationEmail







Y



105

OrganisationMemberSecondPropertyInvitation







Y



106

ProductPaymentMadeOnline







?



107

ContractorOnboarding







?



108

OnlinePaymentCurrentStatementHeaderText2







 



109

OnlinePaymentFeesAndWarningsText2







 



110

OnlinePaymentCreditsExplanation2







 



111

OnlinePaymentCurrentStatementFooterText2







 



112

ContractAssignmentManagingAgentMembers

Y

Y

Y

Y

The same as message template 53 but sent to the PMs.  This also duplicates information from template 6.

113

UserDataChangeMultipleManagingAgents

 

 

 

?

 

114

Contract assignment acceptance required

Y

Y

Y

Y

The notification email sent to contractors when contract acceptance is required. Same as 53 Contract assignment with information about the required acceptance.

115

Custom pdf concierge invitation

 

 

 

 

 

116

Owner Invoice

 

Y

Y

 

Used to generate owner invoices from charges (Sage 50)

117

ServiceChargeBudgetGuide

Y

Y

Y

 

 

118

ServiceChargeBudgetFinalisation

Y

Y

Y

 

Final confirmation for service charge budgets.

119

ResourceCalendarChaseMessage

Y

Y

Y

Y

Message used by event calendar to chase user for bookings

120

Y

Y

Y

 

 

121

ContractorAgreementSignatory

Y

Y

 

 

Message appended to the end of a managing agent contractor document where a contractor employee has agreed to it online.

122

ContractorAgreementOptOutSignatory

Y

Y

 

 

Message appended to the end of a managing agent contractor document where a managing agent employee has opted-out the contractor from their standard terms and documents.

123

ContractCancelled

 

 

 

 

 
 
 

Adding eCommunications Message Templates

To create or edit eCommunication message templates for information such as service charges or demands, go to Core data / eCommunications Message Templates

 

Select a Batch Type (all the types associated with the Managing agent are listed).  Existing templates for that type are then shown in the table.

Click the "Add template" button to add a template for the selected Type.

Once its added, to edit, you can go to same path and search for a template and click Select Action / Edit Template to edit the template.

 

Using Templates

On the Publish Dialog you can select the available templates for the Type of batch being published. The Publish Dialog is available on the “eCommunications Document Batches” page that is under the Finance / Accounts / eCommunications batches menu at Managing Agent level.

If multiple batches are being published then all the templates for the types will be shown.

When a template is selected, the File description, and Additional email text fields will be populated with the text from the template. You can edit the text if you wish.

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