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Mail Register

Overview

The purpose of this tool is to track all incoming and outgoing mail within your practice, and where relevant link it to the applicable client and applicable source document using your preferred Document Management System (DMS), collating a historical register of all correspondence sent to / received by each client. You don't have to track mail both in and out, but it is an option if you would like.

 

New User Interface

  • The new user interface integrates the mail register with the correspondence register.
  • Please refer to the correspondence register help article for more information.
  • If you need to migrate your mail register from the old UI to the New UI please reach out to AccountKit support.

Legacy User Interface

 

Jump straight to the applicable section:

 

 Variables & Input Fields

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Variable Name

Description
1
 Date received

This is the date that a piece of mail has been received (optional)
Leave it blank if you're recording a mail register entry for a piece of mail sourced from the practice (eg. sending out a set of financials to a client)


(Note: Only visible if enabled in practice settings)
2
 Received from

This field identifies the Client or Affiliate that the mail has come from (optional)


If the provider isn't in your client or affiliate list and you don't want to add them to AccountKit, select the "other" toggle to enable a custom field which won't then be added to AccountKit.
(Note: Only visible if enabled in practice settings)
3
 Date actioned

This is the date that the mail is sent/received (not necessarily the date of the mail correspondence).


(Note: received is not relevant if the Date received field is enabled in practice settings)
4
 Action This is to identify the action carried out with  the document:
  • Sent 
  • Received (if date received isn't enabled in practice settings)
  • On Hold 
  • Returned 
5
 Via (Method) This is the method by which the mail was delivered. This could be anything from posted, emailed, special post or collected.
6
 Ref # This is an optional field for putting tracking or consignment numbers into (optional).
7
 With regards to This is to identify the client that the mail correspondence is in relation to.
8
 Person (icon) Hovering over this icon will show who the partner and manager associated with the selected client.
9
 Address This is the address of the selected client; By default, it will select the applicable clients postal address, but you can overwrite it with any other address in AccountKit just by typing into the field the address or the name of the entity.

If you want to put a one-off address in without adding it to the AccountKit address list, select the "Custom Address" which will enable a free text field.
10
 Description This is a field in which you can add any other notes in relation to the mail register entry.
11
 Type Tags This is the type of mail correspondence, which facilitates the streamlining and consistency in your mail register entries. You can add as many tags as you feel you need and can otherwise customise these for your practice within Practice Settings -> Lists and Tags.
12
 Linking to source documents By clicking "link or upload documents" you can link any documents you have in your document management system folders or upload them. Alternatively, you can drag and drop in this area to upload documents. This area will only be enabled once a document management system has been connected. See here for more information.
13
 Save Options By selecting "New" you can save the current record and dive straight into a new record; Selecting save will do just that and close the dialogue entry window.

 

i
 'Types' can be customised within the Practice Settings by a user with the applicable authority. There are a number of useful default tags set up, however, no one practice is the same, so tweak them to work for you.

 

Before you Start

So you can get things setup with how you work from the outset, your practice administrator should head into your practice settings and setup the defaults.

  • Review the mail register tags under Practice Settings -> Lists and Tags and add / archive them to best suit you. See here for more info
  • Review your practice settings to ensure the default settings are set to your liking. Your options here are:
    • Track incoming and outgoing mail within the same mail register record - Some practices prefer to have mail in and out on one record, where-as others would prefer to show the events of coming and going as separate records. Toggling this adjusts the layout and fields to facilitate this.
    • Auto-populate the first date field with todays date - simply streamlines entering of the date to show todays date upon creation of a new entry.

 

How do I use the Mail Register? 

Go to Tools > Mail Register to get started then Follow the demonstration below to learn how to create a new mail register and attach a document.

Simply work your way through the fields making sure to populate the mandatory fields marked with an "*". Press SAVE to save and close the record, or NEW to save and open a new blank record.

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Edit, Archive or Delete

You can now Edit, Archive or Delete per line using the three-dot menu shown below.

Note that the delete option is only available to practice administrators, where-as archiving is available to all users.

Three_Dot.PNG

 

Importing Historical Data

Go to the Actions Menu and select the Import from Excel option.

Follow the onscreen instructions to bring in in all current and historical mail register information from your current records.

Help_-_Tools_-_Mail_Register_-_Import_Historical_Register.gif
 

i

If you import the same file multiple times, it keeps the old information and creates new entries for every import completed. It would be a good idea to go through the import process with a small test file of say 5 entries, confirm that you're happy with the results before completing the rest of the imports. If you make a mistake, you can always select and delete the applicable entries and re-import once again.

 

Other Functions

New Affiliates

If you receive mail from a new affiliate you can add them by typing in the name in the 'Received from' field and clicking 'add new affiliate'

Custom Tags

You can add your own custom tags within your Practice Settings > Lists and Tags

Record History & Notes

          JostpHiHistoHistoHTYyView a complete history of changes made to an entry including who made them and when they were made. In the same area, you can also add notes to the history to explain the reasoning for any changes. For full details on this go to the Menus & Shared Elements support article.

 

Related Links

Menus & Shared Elements Follow the link to see our various elements shared throughout the various toolsets.
Customising Mail Tags Follow this link to learn how to customise your mail tags.
Practice Settings Follow this link see what practice defaults for the mail register can be customised.
Document Management (DMS) Learn how to connect and manage your DMS

 


 
 

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