Mailing Templates & Workflows

Creating a Template | Creating a Workflow | Using Templates & Workflows

Launch Video

In COI Track, you can create email templates to send notifications to vendors regarding their certificate. Once you have developed the email templates, you can group the emails together to build workflows.

**Note: templates & workflows cannot be used for the Short Form.

Creating a Template

1. Select COI Track from the Applications menu in the platform navigation bar
2. Select Mailing Templates from the Setup menu
3. Choose the mailing type to edit from the drop-down menu. The options are:
   • Received Certificates: Certificates that are expired or soon to expire
   • Issued Certificates: Certificates issued and are expired or soon to expire
   • Invalid Certificates: Certificates that do not meet the minimum insurance requirements as set in the certificate defaults
   • Certificate Requests: Requests for a certificate
   • Sample letters are provided for Received Certificates, Invalid Certificates, and Certificate Requests
4. To edit one of the sample templates, click on it's name
   1. Make your desired changes to the template
   2. Click Save & Close
5. To create a new template, click the New button in the upper-right
   1. Enter in a Name for the template
   2. Enter in the Subject
   3. Enter in the body of the template and format to your specifications
      1. Insert a placeholder by selecting where you would like the placeholder to be inserted, and then click on the desired placeholder
   4. Click Save & Close

Creating a Workflow

1. Select COI Track from the Applications menu in the platform navigation bar
2. Select Mailing Templates from the Setup menu
3. Select Workflows
4. Choose the workflow type from the drop-down menu
5. To create a new workflow, Click the New button in the upper-right
   1. Enter in a Name for the workflow
   2. Check the box next to Move to neglected when the end of the workflow is reached if you would like this action to be taken
   3. In the Available emails column, use the icon to add the emails you would like in the workflow. The email will then move to the Selected emails
      1. Ensure that you add the emails in the order you would like them shown in the workflow
   4. When finished, click Save & Close
6. To edit an existing workflow, click on the name of the workflow
   1. In the Available emails column, click the icon to add emails to the workflow
   2. In the Selected emails column, click the icon to remove emails from the workflow
   3. When finished, click Save & Close

Using Templates & Workflows

1. Select COI Track from the Applications menu in the platform navigation bar
2. Select the desired report type from the Manage Certificates menu in the COI Track navigation bar
3. Select the desired certificate records using the check-boxes on the left
   • Send a mailing template without initiating a workflow using the Contact button
   • Send a mailing template and initiate a workflow using the Workflow button
4. Select the desired mailing or workflow, as appropriate
5. Select the delivery Method
6. Click Continue to download the letter or send the email

The Workflow column of the report table will indicate if a workflow has been initiated for a certificate. COI Track will keep track of workflow status for each certificate and send the next template in a workflow each time the workflow is triggered. If a workflow has been completed and the certificate is still expiring or invalid, the workflow status will indicate Neglected.

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