Can I stop correspondence being created for certain records?

Zenya Allen
Zenya Allen
  • Updated

The steps below show you how you can prevent emails, letters, printed documents, SMS messages, invoices and receipts from being created for a specific Status/Type on a record.

This article includes: 

Setting up a Status with a Warning Banner

First, you will need to set up a Status in User Defaults and apply a Warning Banner to that Status. This will enable you to stop correspondence on those records associated with that Status.
For more information on Adding a warning banner to information records, click here

Setting up Output preferences

Once your warning banner has been created, you can now add the On Hold Status function. This allows you to prevent the creation of Output of Letters, invoices, email, SMS, or printing for Tenancies with a specific status, and their linked Landlords and Properties.

  1. Click Defaults on the main toolbar
  2. Click User Defaults from the dropdown menu
  3. In the Standard tab, click Status/Type to display Status Definitions
  4. Select Tenancy on the side menu
  5. Next to your Status, with On Hold ticked, click the ... to open the On Hold Status Details
  6. In here, you can choose which Output you wish to stop by ticking your chosen Output option
    1. You can also Disable receipting on tenancy which stops the ability to receipt money at Tenancy level
  7. Click Close


Warning messages if output is ticked

Once the Output option is ticked, if a user tries to create an output, e.g. to print or email a letter, they will receive the following warning message:


If they try to update an invoice or receipt, there will be a similar warning:


The invoice or receipt can still be updated, but there will be no documentation produced and the History Log entry will show like this:


If you try to Email or send an SMS by double clicking on the email address or mobile number, this will not be possible, and you will receive this message:


Creating a Watermark

You can also set a Watermark to appear on printed output, in the On Hold screen.


This will display on any letters generated with the text you have added at the top.