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How to create a Batch
To use the Batch Responses feature, follow the steps below.
- Sign into eCase.
- Go to the More menu and under Management select Batch Responses. The Batch Responses screen appears with all the active Batch Responses.
- To create a batch, click on the + New Batch button. The New Batch Response pop up window appears.
- Complete the Title of the batch. The title will be viewable on the Case Details screen and in the search screen.
- Optional: in the Description field, enter information that will describe when to use the response on the batch.
- In the Email Subject field, enter text that the correspondent will see in the subject field of their email. Mail merge fields can be used if required, for example [[CASE_REF]].
- Compose the email to the correspondent in the Email Body field. Mail merge fields can be used so that the
email can be tailored to each of the individual correspondents. For example [[CORRESPONDENT_NAME]],
[[CORRESPONDENT_DATE]], [[CASE_REF]], [[CASE_TITLE]].
NOTE to see the mail merge fields that are available to use, click on the Show Mail Merge Fields link. - In the Address Replies To/Send From field, you have the option to select an email you would like to send the Batch Response email from. Your email address will appear along with any emails that have been entered in Mailboxes using a Mailbox Type of Send On Behalf Of for the team associated to the case or at a team higher in the organisation structure hierarchy.
NOTE if there are no additional emails set up in Mailboxes, your email will be pre-populated in the Address Replies To/Send From field. - Upload one Response Document that will be used for the letter and will be attached to the email response. The response document must be saved as an OpenDocument Text file (.odt) with a file name that you are happy to send to the correspondent.
- Review all details and click on the Save button. The Batch response successfully created message appears. You are taken directly into the batch where you can add cases. To go back to the Batch Response screen, click on the Batch Responses link.