Core Functions
Freedom Pass CMS incorporates system wide functions that are linked to the Case & Workflows
Actions & Components
At specific points within the workflows, actions and components are set to trigger once the selected outcome is progressed. A series of triggered functions are as follows:
- Automated Communications
- Letter / E-mail Templates
- Tags
- Input fields
- Documents
- Case Management Dashboard Status
Automated Communications
When the stage is progressed, the system can automatically send the following to the customers using the systems built in templates. (Notify Templates are edited within the Notify platform)
- Letter
- SMS
- GOV.UK Notify
This Illustrates how the system will trigger the e-mail within GOV.UK Notify to be sent to the customer upon stage progression. Assuming the Template id is known, the system can also trigger an SMS to the Applicant if a mobile phone number has been supplied. These triggers can only be added to the workflows and it is the Customer’s decision as to what stage these GOV.UK Notify templates are used.
Letter / E-mail templates
Customised Templates can be added to Freedom Pass CMS to automate the sending of letters and/or e-mails to the Applicant. Letters can be printed and sent as normal. E-mails will be sent immediately if an e-mail address exists for the Applicant. Currently these templates will have to be supplied to ieg4 for upload. You only need to supply the text of the Letter / email.
Tags
The Tag function is used through the system, to highlight statuses, control & restrict workflow progression, classify document types, update the Self-service portal and aid reporting. Tags can be applied to Documents, Case, and Customer record.
Tags have 3 stages of visibility within the configuration:
- All: Visible to all
- Top: Only
- Summary
- Hidden
Within the Freedom Pass Case Management Settings dashboard, the administrator to set the visibility of the Tags within the Freedom Pass CMS.
This shows the range of Self-Service tags. When the customer logs into the Self-Serve portal they will be presented with the same State information.
Input Fields
At certain stages within the workflow, input details will be requested. These will be either a choice from a drop-down menu (Lists which can be customised), or a direct request for input, as for example a missing document as evidence of a medical condition.
As previously stated there can be mandatory fields for inputting, but other input fields will be required depending upon the Customer requirements. Notes, for example, can be made mandatory at certain times throughout the workflow.
Documents
Customer designed documents like ‘Review forms for disability checks’ are added to the Freedom Pass CMS and can be attached to a Letter / E-mail at the time of issue. These are again fixed within the workflow, but the Customer can decide at what stage these documents will be required. Currently documents can only be added and/or updated by Ieg4.
Case Management Dashboard Status
To aid quick actions, and information summarisation, the system indicates where the application is within the process. The example below tells the user that the application is under review, a letter has been sent and the self-serve application allows for the Customer to upload documents.
Required to progress
Some tags within the system can act as gates to restrict the stage progressing. The Freedom Pass CMS does not use this facility as yet.