Boiler Plate Text (Standard Text/AutoText)
Set Up Boiler Plate Text
Boiler Plate Text, (BPT), allows the setting up of blocks of standard text which may be easily dropped into the current cursor position of the various free text notes fields.
Useful for such things as meeting note headings, job description outlines or standard blocks of text for sending emails.
Set up in Maintenance> Agency Setup> Boiler Plate Text.
Select whether you want the text to be accessible from:
- Company
- Vacancy
- Contact Event
- Company
- Applicant
- Text Message
The Type given to the Boiler Plate Text will determine where in IQX it can be used. For example, Progress type is available from the Insert Text on a progress record but if you want to use that block of text in a contact event from a progress record then it needs to be set up as a Contact Event Type.
Text Message Type is used for sending SMS/Email from Shift Booking or Shift Confirmation.
Mail Merge Text buttons use the Contact Event Type.
Insert a relevant Description, Division, (leaving this blank allows all Divisions to use the BPT), and a sort order.
Double click on the boiler plate text field to open the box to enter the text.
When inserting boiler plate fields, please make sure the fields are surrounded by {}s.
eg {APP_NAME}, {COM_NAME}...
The fields that are available for the Boiler Plate Text will depend on where the text is being inserted from. For example if you are making a contact event from the candidate record the Applicant Fields will be the only fields that are available. However, if you make the contact event from a placement record then the applicant, company, vacancy, placement and progress fields will be available.
Applicant Fields
Accessible from Applicant, Vacancy, Placement or a Contact Event (if it has a link to a Company, Vacancy, Placement record or via Shift Confirmation).
Boiler Plate Field Table Field Example APP_NAME Person Name Mr Fred Smith APP_SURNAME Person Surname Smith APP_USURNAME Person Surname SMITH APP_FORENAMES Person Forenames Fred APP_UFORENAMES Person Forenames FRED APP_SALUTATION Person Salutation Mr Smith APP_ADDR1 Person Addr1 Wester Newhouse APP_ADDR2 Person Addr2 Lilliesleaf APP_ADDR3 Person Addr3 APP_TOWN Person Town Melrose APP_COUNTY Person County Scottish Borders APP_COUNTRY Person Country Scotland APP_POSTCODE Person Postcode TD6 9JT APP_DOB Person DOB 1/1/1990 APP_SEX Person Sex Male APP_NI Person NI AB123456C APP_APPNUMBER Person AppNumber 123456 APP_PAYROLLNUMBER Person Payrollnumber 1 APP_REGISTRATIONDATE Person RegistrationDate 01/01/2010 APP_ADDRESSLONG Wester Newhouse, Lilliesleaf, Melrose, TD6 9JT APP_ADDRESS Wester Newhouse Lilliesleaf Melrose TD6 9JT APP_PHN_HOME_TELEPHONE 01835 340034 APP_PHN_DAY_TELEPHONE 01835 340034 APP_PHN_MOBILE 07777 XXXXXX APP_PHN_FAX 01835 XXXXXX APP_PHN_E-MAIL Support@iqx.co.uk APP_HEADERNAME Mr Fred Smith APP_LISTOFCVS xxxxxx
Company Fields
Accessible from Company, Vacancy, Progress or a Contact Event (if it has a link to a Company, Vacancy, Progress record or via Shift Confirmation).
Boiler Plate Field Table Field Example COM_NAME Person Name Mr Fred Smith COM_SALUTATION Person Salutation Mr Smith COM_COMPANYNAME Company Name IQX Limited COM_ADDR1 Company Addr1 Wester Newhouse COM_ADDR2 Company Addr2 Lilliesleaf COM_ADDR3 Company Addr3 COM_TOWN Company Town Melrose COM_COUNTY Company County Scottish Borders COM_COUNTRY Company Country Scotland COM_POSTCODE Company Postcode TD6 9JT COM_POSITION Employment Position Developer COM_DEPARTMENT Employment Department Development COM_ADDRESSLONG Wester Newhouse, Lilliesleaf, Melrose, TD6 9JT COM_ADDRESS Wester Newhouse Lilliesleaf Melrose TD6 9JT COM_PHN_DIRECT_TELEPHONE 01835 340034 COM_PHN_MOBILE 07777 XXXXXX COM_PHN_DIRECT_FAX 01835 XXXXXX COM_PHN_E-MAIL support@iqx.co.uk COM_HEADERNAME Mr Fred Smith, IQX Limited
Vacancy Fields
Accessible from Company, Vacancy, Progress, Placement, or a Contact Event (if it has a link to a Company, Vacancy, Progress record, Placement record or via Shift Confirmation).
Boiler Plate Field Table Field Example VAC_POSITION Vacancy Position Desktop Support VAC_ENTRYDATE Vacancy EntryDate 01/01/2012 VAC_STARTDATE Vacancy StartDate 01/11/2012 VAC_SALARY Vacancy Salary 20000 VAC_REFCODE Vacancy RefCode VAC11111 VAC_NOOFPOSTS Vacancy NoofPosts 1 VAC_EXPIRY Vacancy Expiry 01/12/2012 VAC_SITEADDR1 Vacancy Addr1 Wester Newhouse VAC_SITEADDR2 Vacancy Addr2 Lilliesleaf VAC_SITEADDR3 Vacancy Addr3 VAC_SITETOWN Vacancy Town Melrose VAC_SITECOUNTY Vacancy County Scottish Borders VAC_SITECOUNTRY Vacancy Country Scotland VAC_SITEPOSTCODE Vacancy Postcode TD6 9JT VAC_ADDRESSLONG Wester Newhouse, Lilliesleaf, Melrose, TD6 9JT VAC_ADDRESS Wester Newhouse Lilliesleaf Melrose TD6 9JT VAC_SITENAME Vacancy SiteName IQX Limited VAC_SITECONTACT Vacancy SiteContact Mr Fred Smith VAC_SITEFAX Vacancy SiteFax 01835 XXXXXX VAC_SITEEMAIL Vacancy SiteEmail support@iqx.co.uk VAC_SITEPHONES Vacancy SitePhoneNumbers01835 340034 VAC_SITEROLE Vacancy Role Manager
Shift Fields
Accessible from Shift Confirmation buttons and can also be passed through to contact events via the shift confirmation and tempdesk – shifts screen.
Can use either Shift Details or {SHF} fields but not both, if SHIFTDETAILS is used then none of the {SHF} fields will be available.
Boiler Plate Field Example SHIFTDETAILS 01/02/2012 13:00-17:00
OR
Boiler Plate Field Example SHF_DATE 1/1/2015 SHF_FROM 8:00 SHF_TO 10:30 SHF_NOTE Notes SHF_BREAKMINUTES 30 SHF_WHENCANCELLED 1/1/2015 SHF_THEIRREF A/1234 SHF_CANCELREASON Holiday SHF_WHENCANCELLED 1/1/2015 SHF_PERSON Mr Fred Smith SHF_CLIENTCONFIRMED 1 SHF_TEMPCONFIRMED 1 SHF_STATE P SHF_STATEDESC Provisional SHF_SERIALNUMBER 12345
It is possible to list all shifts applicable (up to 365 days in advance) to an applicant. The shifts do not have to be referenced in the Shift Confirmation Screen. This means that when confirming shifts you need only tick against one shift for a temp and it will list all of the shifts.
{SHR_BEGIN}{SHR_DATE dd/mm/yyyy} {SHR_FROM} – {SHR_TO}{SHR_END}
Would output something like:
01/07/2016 08:00 – 17-00 02/07/2016 08:00 – 17-00 03/07/2016 08:00 – 17-00 04/07/2016 08:00 – 17-00
SHR_BEGIN, can be replaced with {SHR_BEGIN_n}, where n is replaced by a number, e.g. {SHR_BEGIN_28}, which will list provisional/booked shift, in the period, current date →current date + 28 days.
Note It is the current date that the Shift Range starts from and not the date of the shift you a confirming. This means that if you a confirming a shift in the future the SHR command might not list all of the shifts from the date you are confirming on.
These fields cannot be used with {SHIFTDETAILS}.
Shift Matching Fields
Boiler Plate Field Example
SHIFTDETAILS 01/02/2012 13:00-17:00 SHF_DATE 1/1/2015 SHF_FROM 8:00 SHF_TO 10:30 SHF_THEIRREF A/1234
If you wish to contact a candidate about their availability for more than one shift you can use {SHF_BEGIN} and {SHF_END} to list the shifts.
{SHF_BEGIN}{SHF_DATE dd/mm/yyyy} {SHF_FROM} {SHF_TO}{SHF_END} {COM_COMPANYNAME}
Would output something like:
01/07/2016 08:00 – 17-00 02/07/2016 08:00 – 17-00 03/07/2016 08:00 – 17-00 IQX Limited
These fields cannot be used with {SHIFTDETAILS}.
Colleague Fields
ONLY accessible from Shift Confirmation button. Enables you to include the details of other candidates booked in to the same shift when confirming shifts.
Boiler Plate Field Example
{COL_DATE} 01/01/2016
{COL_FROM} 09:00
{COL_TO} 17:00
{COL_NOTE} Notes
{COL_BREAKMINUTES} 30
{COL_THEIRREF} A/645
{COL_CANCELREASON} Holiday
{COL_WHENCANCELLED} 01/01/2016
{COL_CLIENTCONFIRMED} 1
{COL_TEMPCONFIRMED} 1
{COL_STATE} P
{COL_STATEDESC} Provisional
{COL_SERIALNUMBER} 9876
{COL_ORDEREDBY} Jack Jones
{COL_CLIENTNOTE} Client Notes
{COL_APP_NAME} Fred Smith
{COL_APP_SURNAME} Smith
{COL_APP_ADDR1} Wester Newhouse
{COL_APP_ADDR2} Lilliesleaf
{COL_APP_ADDR3}
{COL_APP_TOWN} Melrose
{COL_APP_COUNTY} Scottish Borders
{COL_APP_COUNTRY} Scotland
{COL_APP_MOBILE} 07777 XXXXXX
{COL_APP_EMAIL} support@iqx.co.uk
Progress Fields
Accessible from Progress, or a ContactEvent (if it has a link to a Progress Record)
Boiler Plate Field Table Field Example PRG_STATUS Progress Status C PRG_ACTIONDATE Progress ActionDate 01/01/2012 PRG_INTERVIEWDATE Progress InterviewDate 01/01/2012 PRG_INTERVIEWTIME Progress InterviewTime 12:45
Placement Fields
Accessible from Placement, or a ContactEvent (if it has a link to a Placement Record)
Boiler Plate Field Table Field Example PLC_SALARY Placement Salary 20000 PLC_POSITION Placement Position Desktop Support PLC_STARTDATE Placement StartDate 01/01/2012 PLC_LEAVEDATE Placement LeaveDate 01/06/2012 PLC_DEPARTMENT Employment Department Support PLC_PLACEDATE Placement PlaceDate 01/12/2011
Additional Phone Type Fields
These can be accessed (if present in the database, Agency Set Up – Phone Types) in the format of COM_PHN_<phonetype name>
E.g. COM_PHN_SKYPE xxxxxx COM_PHN_FACEBOOK xxxxxx COM_PHN_LINKEDIN xxxxxx APP_PHN_SKYPE xxxxxx APP_PHN_FACEBOOK xxxxxx APP_PHN_LINKEDIN xxxxxx
Only if the corresponding APP_PHN_E-MAIL or COM_PHN_E-MAIL field is available.
Custom Word Merge Fields
Access via Maintenance→Database Setup.
All merge fields can be accessed from within boiler plate text, if they follow same rules as above
i.e.
Applicant Fields : Accessible from Applicant, Vacancy, Placement or a ContactEvent (if it has a link to a Company, Vacancy, Placement record).
Company Fields : Accessible from Company, Vacancy, Progress or a ContactEvent (if it has a link to a Company, Vacancy or Progress record).
Vacancy Fields : Accessible from Company, Vacancy, Progress, Placement, or a ContactEvent (if it has a link to a Company, Vacancy, Progress or Placement record).
Progress Fields : Accessible from Progress, or a ContactEvent (if it has a link to a Progress Record).
Placement Fields : Accessible from Placement, or a ContactEvent (if it has a link to a Placement Record).
How to name a Custom Word Merge Field :-
The same conventions apply, use the FieldCategory to determine the prefix
Applicant Fields Starts with APP_\\ Company Fields Starts with COM_\\ Vacancy Fields Starts with VAC_\\ Progress Fields Starts with PRG_\\ Placement Fields Starts with PLC_\\ Contact Event Fields Starts with CON_\\ Branch Fields Starts with BRN_\\
After the prefix, add on the FieldName
e.g. APP_UPPERTOWN PLC_MINPAY
The resulting name must be unique, i.e. if it is already a predefined boiler plate name, it will not be accessible. E.g. APP_NAME.
Questions
Allows access to both the question answer and the description
QTN_<Type>_<Tag Location>_<Tag Question ID>
eg
QTN_A_P_CUR This could return the question answer for an applicant question CUR (currency) QTN_D_P_CUR This could return the question description for an applicant question CUR (currency)
Sub menu selection not currently supported. Multiple / Graded and Scored Selection are output in a comma separated list.
A question answer will only be evaluated if the question is applicable to the rest of the substitutions.
Letter / Consultant Fields
All fields staff with ‘LET_’
Boiler Plate Field Example LET_TODAY 1st January 2015 LET_TODAY_dd/mm/yyyy 01/01/2015 LET_ADDRESSLONG Wester Newhouse, Lilliesleaf, Melrose, TD6 9JT LET_ADDRESS Wester Newhouse Lilliesleaf Melrose TD6 9JT LET_CONSULTANT Fred Smith LET_CONSULTANTTITLE Administrator LET_CONSULTANTEMAIL fred@iqx.co.uk
Boilerplate menu list size
If you have large numbers of Boilerplate Text these will appear in one large list and some may disappear off the screen. To make the list more manageable and ensure all templates can be seen it is possible to split the list into multiple smaller columns.
Switch off: 
Switch on: 
This requires system administrator set up in General Settings group of Settings number 1850, the value entered will be the number of templates in each column.
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Shelley Hunter