Document Functionality
Overview
The following should act as an overview of the document functionality on Mantle.
Within the main member record you will see a table at the top of the screen for Documents. This area is in addition to that for Telephone Notes, Messages and Emails (sent via Mantle) which are in separate tables and covered in another Solutions Article.
This Documents table will create a history of all documents uploaded and created on Mantle for a member. The table will also be visible within Quotations and Events for templates specific to those scenarios only. Any document created via a Quotation and Event will be displayed in the table on the main member record.
As documents are added the table looks as below. From here you can see the name of the document, when it was last edited and created and the status. Clicking into each individual document will present more options.
Note the option at the top to HIDE ARCHIVE – where a document is archived it will be shown in the status field. The default is to hide archive documents and therefore you need to click SHOW ARCHIVE to display and HIDE ARCHIVE to hide.
Documents can be a range of formats: email, word, excel, PNG, JPEG, PDF etc. Any document that is generated through Mantle will be a PDF document. Most formats will preview on screen when selected but some may need to be downloaded to view - particularly if a document has been uploaded password protected.
Upload a New Document from outside Mantle
To upload a document click “Add Member Document”, on the next screen you can either click “Choose File” to pick the file from a location or you can drag and drop the file into the sectioned-out box.
Once the document is selected, the “Document Name” will default to match the file – you can overwrite this text if you wish. You can opt to make the document visible immediately to a member via My Pocket Pension by checking the tick box next to “Show to Member” and if the document needs to be approved by another team member before it is committed to the record you can check the tick box next to “Document is draft”. Once ready click “Start Upload” at the bottom of the screen.
You will receive a message confirming the upload was successful and then the document will display in the table.
If you then click on the document you will see a preview, if possible, and additional options along the bottom of the screen, namely to download the document, delete or archive and to mail out. Manually Mailed should be used where you physically print the document and post it whereas Request EOD Mailout pushes the document into a queue which is then electronically submitted to a third party for distribution.
You also have the option to click “Show/Hide Details” at the top of the screen. Doing so, provides timestamp data in terms of when the document was drafted/created and the user, if drafted you will then see the user who approved the document. You will then also see mail out information as well, if manually mailed out there will be one entry only.
Using Mantle Template Letters
A scheme will have a suite of pre-defined letter templates set up, known as multi-markdown templates. These are created and managed by a super user/account manager or a user with multi-markdown permissions.
Templates can be created through the “Mail Merge” button in the Documents table.
On the main member record a user will be able to draft any template which is not attached to a specific event or quotation. For a template such as a retirement illustration a user will have to run a quotation and use the mail merge function within the document table at the top of the quotation screen. The same process applies to events.
When a user clicks on the “Mail Merge” button, you will see a drop-down to select the template to be drafted. Once selected, click “Draft”.
Some documents may be set to allow users to edit certain text before drafting. If this is the case you will see the next pop up box. If you are happy with the default text move straight to clicking “Confirm First Paragraph”, if you need to make any changes overwrite the text as needed before clicking “Confirm First Paragraph”.
The template will then display with a draft watermark. This will now display in the Documents for peer review as a DRAFT document and as a two-step approval on the documents (the two-step approval for the document will now also show on the Administration Dashboard screen). Another user will now need to view and approve the document before the draft watermark can be removed and the document can be mailed out.
Once a document is approved the options at the bottom will display as follows:
The details regarding mailing the document, displaying on My Pocket Pension and the audit trail on the document is the same as outlined previously above.
Creating a bespoke letter
If none of the pre-defined letter template are appropriate, a user can create a document from scratch.
As above for the letter templates, a user should click on the “Mail Merge” button, but now click on “Bespoke Letter” rather than selecting a template and draft.
A skeleton letter template will appear. This will default to the scheme letterhead, current date and either the member or dependant address and name (depending on if the user is in a member or dependant record.
The user can overwrite any of this data. If the letter is being addressed to a third party, remove the default content from address and manually enter the contact information and name.
Type the body of the letter and add any appendices as appropriate.
Once finished, click on “Draft” and then follow the same process as a letter template. Alternatively a user can click on “Test” to see how the letter will look before drafting.
Note: if any changes are needed to a bespoke letter after drafting this will need to be re-typed therefore it may be prudent to keep a copy of the letter text until such times as it is finalised. Administrators should monitor bespoke letters to determine if the content is being used frequently and a letter template should be created instead to reduce manual letters.
Icons on Documents
Once a document has been mailed out a black envelope icon will be displayed next to it (see Increase Letter below as an example).
A global document i.e. a Newsletter circulated to all members will have a globe icon displayed next to it (see Newsletter 2021 below as example).
A document made visible on My Pocket Pension will have an eye icon displayed next to it (see Newsletter 2020 below example).
A document not visible on My Pocket Pension will have the eye icon with the line through it (see Newsletter 2023 below as an example).
