Overview
This release includes a set of improvements to how documents are selected, emailed, and downloaded across ARCRM. It covers the way document templates are chosen on Placement records, how the subject line is set when sending a one-to-one email from an Applicant or Contact record, and how files are named when downloading stored documents from any record. Together, these changes reduce manual effort and make it easier for your team to find and manage the right documents.
What's New
Clearer Document Template Selection on Placement Records
This applies when you are working on a Placement record, open the Documentation tab, and choose to add a new document activity (for example, a placement confirmation or terms of business letter). A window opens for you to select which document template to use.
The full name of each document template is now displayed in full in this selection window, so there is no more guesswork caused by truncated or cut-off names.
The selection window has also been decluttered by removing several internal reference columns that were not useful for everyday template selection, giving the template name more room on screen.
Automatic Email Subject Lines for One-to-One Emails
This applies when you click the email link on an Applicant or Contact record to send a one-to-one email using a document template (for example, an availability request or interview confirmation). It does not apply to batch emails or mailshots sent to multiple people at once.
When you select a template for this email, the subject line is now filled in automatically, based on the subject already set up for that template.
Where the subject includes personalised details, such as the contact's name or company, these are inserted automatically wherever the information is available on the record.
If any personalised details cannot be filled in automatically, you will be prompted to enter them before the subject is finalised, in the same way you already are for other merge fields in the document itself.
If a template does not have a subject set up, a clear default subject (based on the template and company name) is used instead, so the email is never left with a blank subject line.
The subject line remains fully editable at any point before sending, and if you have made your own changes, these are kept even if you go on to select a different template for the same email.
Clearer File Names for Downloaded Documents
This applies wherever you download stored documents from a record, including Applicant, Contact, Client, and Placement records, whether you are downloading a single document from the stored documents list or using "Download All" to download several at once.
Downloaded files are now named using the document template's name and its unique reference number (for example, "Client Credit Check_16847.pdf"), rather than a generic system-generated file name.
This naming is applied consistently whether you download one document at a time or download multiple documents together in a single zip file, making it much easier to identify the right file once it is saved to your computer, without needing to open each one individually.
Any special characters in a template's name are automatically replaced with an underscore so that every download completes successfully, regardless of how the template was originally named.
đ How to Get Started
These improvements are included automatically as part of your existing Access Recruitment CRM service. No action is required from you or your team.