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Engagement Letter Renewals

Updated

Introduction

FibreCRM now supports renewal engagement letters that can be created directly from an Organisation (Account) or Person record, rather than via an Opportunity.

When sending a renewal engagement letter, FibreCRM:

  • Looks at the active services and/or active assignments on the client
  • Allows you to generate a renewal letter only for those active services

Includes the relevant appendices automatically based on selected services

Key Set Up Before You Can Use EL Renewal

Before you start using this feature there is a few items that will need to be enabled/set up: 

Enable Engagement Letter Renewals

In Engagement Letter Configuration:

  • Toggle Engagement Letter Renewal to show on Organisation and/or Person records
  • Save the configuration

This enables the Create Engagement Letter action from Organisation/People.

Map Services/Assignments to Engagement Letters

In Engagement Letter Configuration:

  • Go to Product & Assignment Relationships
  • Map:
    • ID – Product Field Dropdown
    • Service Item – Assignment Field Dropdown
  • Save the mapping

This ensures FibreCRM knows which engagement letter applies to each active service.

 

Prepare Cover Letters for Organisation/ Person Use

Your existing cover letters for Engagement Letter created via Opportunities, will not work for Engagement Letter created via Organisations/Person. So you will need to create Cover Letters for these modules .

To do this you can:

Duplicate Existing Cover Letters

In PDF Templates:

  • Duplicate your current cover letter
  • Change the Type:
    • Quotes → Organisations/Accounts
    • Quotes → People/Contacts (for individual clients – CCH / IRIS users)

Update Merge Codes

Because the PDF template duplicate won’t be longer linked to an Opportunity:

  • Replace Opportunity-based merge codes (e.g. billing account from opportunity)
  • Use the Account or Person equivalents instead (e.g. Account Name)
  • Use the merge code selector to find the correct merge code you need. 

For Engagement Letter renewals you will typically need:

  • One cover letter for Organisations
  • One cover letter for People (if Individual Clients live in the People module)

Creating a Renewal Engagment Letter

Once the set up is complete you can create your Engagement Letter Renewals from the Organisation/Person record: 

To do this navigate to a Person or Organisation record and select Create Engagement Letter from the Actions Menu

In the Pop Up choose:

    • PDF Template
    • Portal branding
    • Period start and end dates
    • Active services to include in the renewal

Please note only active Services/Assignments will be available to choose from

If applicable you will also need to choose the Engagement Letter variables to be included in the Engagement Letter.

Once done click Create Letter.

Created Engagement Letter Record

Once done an Engagement Letter record will be created and the EL process will follow your existing workflow and will behave exactly the same as creating an Engagement Letter from an Opportunity such as: 

    • Approvals (if enabled)
    • Sending via the Client Portal
    • Multi-recipient sending
    • CC options
    • Portal notifications

For more information see: Engagement Letters with Variables + Multi signing – FibreCRM Support Portal

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