Correspondence

Correspondence gathers a tenant's written communication. Letters, e-mails and faxes are created as a draft, designed in the editor and then sent, filed as a PDF or printed. Incoming e-mails land in an inbox of their own. Every case follows the same status path: draft, queue, sent, delivered or error, and archived at the end.

Recipients come from the CRM. Customer number, company, address and salutation are taken over automatically and can still be overwritten for the individual case. If only an e-mail address is recorded at the contact, the module notices and suggests sending by e-mail. And if the contact's language does not match the language of the letter, it warns before the letter goes out.

A reference to an order, an invoice, a delivery note, a title or a production project turns document data into variables. The document number and the net and gross amounts are then in the text automatically, without anyone having to type them. Added to that are placeholders for recipient, sender, publisher and date, as well as slash commands for text blocks and formatting. A PDF preview to DIN 5008 can be printed or downloaded directly.

Because a letter almost always belongs to a case, the templates know their module reference. In a business transaction, at a contract or at an order, the selection therefore shows only the templates that fit, and their placeholders fill themselves straight from that case. Conversely, every case has a correspondence tab of its own, so the letters about a matter sit with the matter instead of in one overall list. The way there is short: a letter symbol in a case's contact field leads straight to creating one, and “Create and open” lands directly in the editor. Afterwards the correspondence can also be filtered by its reference.

The AI assistant sits right beside the text: six presets cover the most common cases, more formal, more informal, shorter, more detailed, spelling or translation into another language, plus a field for your own instructions. The suggestion can be adopted straight into the letter if you wish.

Reusable building blocks sit centrally: templates with subject, content and a variable whitelist, text blocks with an approval workflow from private through tenant-wide to public, footers per language and personal and global signatures including a signature image. Added to that is an attachment library that every piece of correspondence can draw on.

For large mailings there is a five-step mail merge assistant. It leads through recipients, template, variables, preview and dispatch, optionally with a variable import by CSV and a preview based on sample recipients. The dunning run automatically creates graduated reminders from overdue invoices in Orders & invoices, with fees and deadlines of your own per tenant and observing a dunning block at the contact.

What happens afterwards stays visible: delivery, opening, clicks, bounces and errors appear as events at the case. Anyone who does not want that switches tracking off for a piece of correspondence. Delivery is then still logged; openings and clicks are not.