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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  • hat_12.txt
  • Last modified: 2019/07/23 15:59
  • by Shelley Hunter