With higher awareness for reducing carbon footprint, more people are opting to
get updates electronically instead of getting paper in their US Mail. If you send clients updates
on a regular basis or even once a year, you may have noticed that it is a time consuming task.
The tool described here makes it easy for you to manage this communication, by setting up your
information once and enjoying future one click operation.
TRACKING EMAIL ADDRESSES
There is no email address field in Axys® but this limitation can be circumvented by using a label in the client file. You can use any label that works for you, commPort uses $email by default. If multiple client files are associated with the same email address, a system setting allows you to send one consolidated email or send individual emails.
SAVING THE EMAIL ADDRESSES
When you make changes in the email address, the associated label can be updated in the client file with a button click.
WORKING WITH PORTFOLIOS AND GROUPS
You can send emails to groups of portfolios, individual portfolios or a combination of them during any session. When you select a group, commPort expands the group, shows the clients in the group and their associated email addresses.
You can use the “Select All” functionality to send communication to all the items displayed or unselect some of them to exclude them.
CREATING THE EMAIL BODY
Use Microsoft Office Outlook to create your email body. Save it as HTML. Provide the saved file name in the Email Body text box.
WORKING WITH ATTACHMENTS
Comm:Port allows sending fixed attachments where the content is the same for each recipient. It also allows dynamic file names for attachments. The dynamic attachment can be made of one or multiple labels and/or date time. For example c:\reports\reports\2009\$name\MMYY\#acct.PDF will send individual attachments to investors based on their name and account number.