Advisors/Agencies - Carbon Copy List

In this topic:

• Overview
• Opening the Carbon Copy List

Deleting Carbon Copy Recipients For a Single Advisor/Agency

• Adding Carbon Copy Recipients For a Single Advisor/Agency
• For Multiple Advisors/Agencies
• For Multiple Advisors/Agencies
• Viewing/Editing Carbon Copy Recipients

Overview

When e-mail or printed correspondence associated with an advisor or agency is generated as part of a pending case workflow or through the Case Status feature, SmartOffice can automatically copy additional recipients on that correspondence. This is accomplished using the Carbon Copy List.

For example, to have an advisor's assistant automatically copied on pending case correspondence and/or case status reports associated with that advisor. you would add the assistant to the advisor's Carbon Copy List.

To be added as a carbon copy recipient, the recipient must exist as a contact in SmartOffice.

Note: The Carbon Copy List applies only to Case Status reports and to correspondence with a defined purpose that is sent as part of a pending case workflow. The Carbon Copy List does not apply to manually generated correspondence.

Opening the Carbon Copy List

• Search for an advisor or agency.
• In the list of search results, select the advisor or agency, or open the advisor or agency record.

• Select Menu > Communication > Carbon Copy List to open the Carbon Copy List.

Adding Carbon Copy Recipients

For a Single Advisor/Agency

• Open the Carbon Copy List.
• Select Menu > New 'Carbon Copy' record to open the carbon copy recipient dialog box.

• Enter the appropriate contact name and options (for information about these options, see Viewing/Editing a Carbon Copy List Recipient).

• Select the OK button.

For Multiple Advisors/Agencies

• Perform an advisor/agency search to display the Advisor or Agency List.
• Select two or more advisors/agencies, and then select Menu > Communication > Carbon Copy Mass Assignment/Removal to open the mass assignment dialog box.

• Select Mass assign carbon copy, and then select the Next button.
• Enter the appropriate contact name and options (for information about these options, see Viewing/Editing a Carbon Copy List Recipient).

• Select the OK button.

Deleting Carbon Copy Recipients

For a Single Advisor/Agency

• Open the Carbon Copy List.
• Select the recipients you want to delete.

• Select Menu > Delete 'Carbon Copy' record.

For Multiple Advisors/Agencies

• Perform an advisor/agency search to display the Advisor or Agency List.
• Select two or more advisors/agencies, and then select Menu > Communication > Carbon Copy Mass Assignment/Removal to open the mass assignment dialog box.

• Select Remove an existing carbon copy, and then select the Next button.
• Select the Contact Name hyperlink to search for and select the contact you want to remove, and then select the Next button.

Viewing/Editing Carbon Copy Recipients

• Open the Carbon Copy List to see the current list of recipients.
• Select a recipient to open the options dialog box.

To change any of the options, follow these steps:

• In the Select CC Recipient section, select the Contact Name hyperlink to search for and select a contact.
• In the Carbon Copy Settings for Case Status Report section: Select Check here if the contact above should be carbon copied on Case Status to have Case Status update e-mails sent to both the advisor/agency and the CC recipient.

• Select Check here if the contact above is the only recipient of Case Status to have Case Status update e-mails sent only to the CC recipient and not to the advisor/agency.

• In the Carbon Copy Settings for Correspondence section:
• Select Check here if the contact above is the only recipient of correspondence to have correspondence go to the CC recipient only (i.e., not to the advisor/agency).

• In the Select Letter Purpose section, select the letter purposes for which the contact will receive carbon copies (the purpose of a letter is defined it its correspondence template).

• Select the OK button to save the changes.