Certificate of Currency Event Email

Overview

Send an email to the driver that has an attached Certificate of Currency document from the Contracts / Events tab.

This event type also supports the addition of further static documents and the "Attach" function.

This event type can also be used for more than one insurer's Certificate of Currency document.

This event type can also be configured for individual channels that use different insurers, allowing each channel to have its own separate Certificate of Currency document.

This event type would only be appropriate if the Contracts / Insurance "Policy Owner" is an Insurance supplier that you offer a managed insurance product for.

Troubleshooting

Visit the main Troubleshooting page for a list of all the available problem-solving tips.

Certificate of Currency Setup

Setup Support

Please contact Catch-e Support if you want assistance to set up a Contract Event Email.

Check the COC Posting Class Settings

1. Go to Accounts / Posting Classes

2. Class Code: enter 'COC' and hit [Enter]

3. Check the following recommended settings:

   • Event: checked

   • Event Completed: checked

   • System Event: unchecked

   • Event View Flag: checked

Compile a Zip File to Generate a Certificate of Currency PDF

Configure a zip folder that contains files that generate HTML for the Certificate of Currency.

To see how these files are compiled, open and review the Coc example.zip.

This file needs a short clear unique name as it is also used as the file record name and shown in the COC Template drop list.

A recommended convention is to use the Insurance supplier Supplier Code. For example: 'ARMADA' becomes 'armada.zip'

Check For and Create an Import File Record for the Certificate of Currency

• Group Type = 'Contract Templates'

• Unique Name = 'Unique.zip' (the same name as the zip folder made above)

Visit the Upload a new certificate of currency template process page for the steps to do this import.

Check or Set-up Email Templates

Unlike other events, the event email is not linked via gb_posting_classes, as more than one Certificate of Currency email and attachment can be configured in the system.

Current Method

For each Certificate of Currency you will use, populate the gb_templates table as follows:

• Name = 'pdf_certificate_of_currency_html'

• Sub Name = 'armada.zip'. This can be set up to use different template ZIP file used by different channels

• Group Type = 'certificate_of_currency'

Legacy Set-up for Email Templates

Email templates created before November 2020 were set up differently. You may have templates set up like this. They work fine, but they can be updated to the current method easily. Contact your Account Manager to change them.

The primary benefit of updating is that managing the document template is easier.

For each Certificate of Currency you will use, populate the gb_templates table as follows:

• Name = 'pdf_certificate_of_currency@@@'

• Sub Name = 'COC%'

• Group Type = 'certificate_of_currency'

Check or Set-up Email Template Recipients

Below is the recommended recipient record. Other recipients can be added if required.

• Recipient Type = 'to'

• Receipt Flag = 'no'

• Recipient Name Field = 'driver_name'

• Recipient Email Field = 'driver_email'

• Status Flag = 'active'

Link the Certificate of Currency Email Template to the Insurance Supplier Record

1. Go to Administration / Suppliers

2. Supplier Code: enter the required Insurance supplier's code and hit [Enter]

3. Navigate to the Suppliers / Account tab

4. COC Template: select the required template from the drop list

COC Template Drop List

Below is an example of how a combination of current and legacy email templates will display in the drop list.

Template Examples

• Legacy email name = 'pdf_certificate_of_currency_armada' and sub_name = COC displays as: armada (COC)

• Legacy email name = 'pdf_certificate_of_currency_vero' and sub_name is blank displays as: vero

• Email template = 'armada.zip' displays as: armada.zip

Set Up Channel Certificate of Currency (COC) Templates

You can set up separate Certificate of Currency (COC) emails for different channels.

Visit the Channels Setup page for all channel set up details.

Set-up Steps

1. Set up supplier and assign appropriate COC template to it

2. Set up Internal Insurer for these suppliers

3. Set up gb_templates record for COC and link it to channels by populating channel_id field:

   • channel_id = channel_id or 0

   • Name = 'pdf_certificate_of_currency_html'

   • Sub Name = 'xxx.zip'. Make sure this matches with COC template assigned to the supplier (insurer) record used on Internal Insurer

   • Group Type = 'certificate_of_currency'

4. Upload COC ZIP file specified in sub_name above

5. Once the above setup is complete you can:

   • Link a Client to Channel. Refer to Clients MLA page

   • Go to Contracts / Insurance and select Policy Owner > Insurer

   • Go to Contracts / Events and create a COC event for the linked Insurer to email to the Driver

Useful Queries

SELECT * FROM gb_file_types; SELECT * FROM gb_files; SELECT * FROM gb_templates AS t WHERE name like 'pdf_certificate_of_currency_armada%'; SELECT t.template_id, t.sub_name, tr.* FROM gb_templates AS t INNER JOIN gb_template_recipients AS tr ON tr.template_id = t.template_id WHERE t.name like 'pdf_certificate_of_currency_armada%'; SELECT t.template_id, t.sub_name, ta.* FROM gb_templates AS t INNER JOIN gb_template_attachments AS ta ON ta.template_id = t.template_id WHERE t.name like 'pdf_certificate_of_currency_armada%'; SELECT template_id, name, sub_name, group_type, CASE WHEN name = 'pdf_certificate_of_currency_html' THEN sub_name ELSE CONCAT(SUBSTRING_INDEX(SUBSTRING_INDEX(name, '_', -1), '_', 1), IF(sub_name="","",CONCAT("(",sub_name,")")) ) END AS 'COC_Template' FROM gb_templates WHERE name LIKE 'pdf_certificate_of_currency_armada%' ORDER BY name; SELECT c.contract_id, CONCAT(d.given_name, ' ', d.surname) AS driver_name, si.name AS insurer_name, sf.name AS financier_name FROM fm_contracts c INNER JOIN fm_drivers d ON d.driver_id = c.driver_id INNER JOIN fm_suppliers si ON si.supplier_id = c.supplier_id_insurer INNER JOIN fm_suppliers sf ON sf.supplier_id = c.supplier_id WHERE c.contract_id = 100000; 

Placeholders

The placeholders listed below are available for use in Contract Event Emails when a Certificate of Currency is being generated.

The markers # or {} can be used to make placeholders. For example: #contract_id# or {contract_id} are both fine.

Driver Details

Client Details

Contract Details

Contract Events Email

Finance Details

Insurance Details

Other Details

Calculated Placeholders

Certificate of Currency Troubleshooting

7 Reasons Why Your Certificate of Currency Event Email Is Not Working

Upload a New Certificate of Currency Template

Qualifiers

You must have:

• Performed UAT on a new or updated Certificate of Currency email attachment

• The zip files are not being emailed. This is more secure and some email systems will block zip files

Catch-e recommends uploading your own certificate of currency zip files for the following reasons:

• You can update your Live system as soon as UAT is complete

• The emails back and forth with Catch-e Support are reduced

• The zip files are not being emailed. This is more secure and some email systems will block zip files

In Staging

1. Go to Setup / Import or Export Files

2. Select the Export radio button

3. File Type: select 'Contract Templates'

4. File Name: select the required *.zip file

5. Click on Export

6. Save the zip file down

In Live

1. Go to Setup / Import or Export Files

2. Select the Import radio button

3. File Type: select 'Contract Templates'

4. File Name: select the required *.zip file

5. Drop or browse to attach the zip file saved from Staging

6. Click on Import

7. Go to Contracts / Events and raise a Certificate of Currency email event

8. Review the wording of the email and that the attachment can open correctly