As a publisher or administrator, you can customize and alter the documentation templates that are used throughout SmarterWX Automate, including the correspondence and associated attachments that are sent to the enquirer.
These can be separated into 3 categories:
- emails
- documents
- maps
You can create & upload several versions of these to be used in specific situations, which can be dictated in the rule studio.
Emails
You can create and customize personalized email templates that you can choose to send to enquirers, depending on the business rules that have been created.
Click on an existing email of your organisations account to view the email, which will also allow you to customize it.
To create a new email, click on Create New
A blank email will load. You must name the email template, then draft the template email.
By clicking on Magic Tag, it will insert the temporary code, that will later be replaced by the contextually relevant information, to personalize the email.
The magic tags can be used include:
- activity
- authority name
- authority type
- dig start / end dates
- enquirer contact information
- job ID
- your organisations contact information
- request date
- sequence number and,
- user reference number
You can also copy an existing email, and then make alterations, and save as a new template.
To align with auditing requirements, emails cannot be deleted.
Documents
Documents can be uploaded to SmarterWX to be used as attachments to emails that are sent to the enquirer. These may be:
- formal letters
- guides, or
- other general information that will support or assist the enquirer
Documents that are uploaded must be either PDF or if customization is required, a Microsoft .docx file.
All files that are sent will be converted into PDF format.
You can preview and download the organisations existing documents, to ensure they are relevant and valid.
Due to auditing requirements, documents are uploaded cannot be deleted.
If a document (such as a letter) is required to be altered or personalized prior to sending, you can make use of the same smart tags in a Microsoft docx. File.
The document will be updated to display the correct information, and then converted to PDF prior to sending.
The list of magic tags can be found here.
Maps
Maps are a collection of GIS items that the organisations assets and relevant data are stored in.
This primary data source includes:
- the project file
- symbology
- map printing layouts
- asset spatial data
- reference data
These primary data sources can only be updated/uploaded by the Esri Australia professional services team, and you’ll need to coordinate this with them.
You can download the current map files as a zip folder.
It is possible to upload secondary data files. these can only contain asset spatial data files and can be used to include temporary or frequently changing data.
Click on the map you want to add additional temporary data to. Upload the new spatial data. SmarterWX Automate will run some validation, and when approved, will be uploaded to your organisations account.