How to Use Debt Note Templates

This article describes the Debt Note Templates feature within the FORTH system. The article is organized into the following sections:

• Overview
• How to Access
• How it Works
  • Notification Email Message
  • Supported Tags
  • Logging of Debt Notes
  • Display of Default Number of Debt Notes
• Assistance

Overview

You can use dynamic tags in Debt Note Templates to automatically pull in specific information, like a creditor's name or debt amount, directly from a client's debt record. This saves you time by eliminating manual data entry and reducing the risk of copy-paste errors.

How to Access

This feature is automatically available to all users (Contacts tab > Client Dashboard > Debts nested tab). You can access it by creating or using a note template.

How it Works

1. From the contact's Client Dashboard, click the Debts nested tab.
2. Select the specific creditor you need to add a note for.
3. Click the small Note icon that looks like a piece of paper on the far right side of the row.
   

4. In the Add Note popup, select a pre-made template from the Use Template dropdown menu.

   NOTE: The system instantly replaces any supported debt tags in the template with the correct information from that creditor's record.

5. Review the populated note in the text box. You can make any additional edits or add more information as needed.
   
6. To notify particular users, select them using the Notify Users field. If you use this field, the information at the bottom of the page will look like the image shown below.
   
7. Click Add Note to save your note.

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Notification Email Message

When a task is assigned to you or a note is added to a debt record, the system now retrieves specific data points to give you full context directly in your inbox.

1. Automatic Data Population: The system identifies the specific debt record associated with the action and pulls the following details into the email:

• Creditor Name: The original lender.
• Collection Agency: The entity currently managing the debt.
• Original & Current Balances: Financial snapshots to help verify the account status.
• Account ID (Last 4): The final four (4) digits of the account number for secure, precise identification.
  

2. Handling Multiple Debts: If a contact has multiple debts with the same creditor, the email will now dynamically populate with the unique details of the selected debt rather than a generic creditor notification.
   

[SCREENSHOT: Example of an updated Task/Debt Note email showing the new Creditor, Collection Agency, and Account Number fields.]

3. Workflow Consistency: If you create a task that is not linked to a specific account, the email will default to the standard format without these extra fields to ensure your notification remains clean and relevant.

Supported Tags

To use this feature, include any of the following Debt-related tags in your note templates:

• {DEBT_AMOUNT}
• {DEBT_ID}
• {CREDITOR_NAME}
• {ORIGINAL_CREDITOR}
• {DEBT_ACCOUNTNUM}

The FORTH system works with a large number of tags for different purposes that are added to all the time, so it would not be practical nor useful to include a listing of all possible tags to use in this article. For a listing of all FORTH debt-related tags, see our Tags help center article.

Note: If a tag is incompatible with this feature, it will remain in the note as plain text and will not be replaced.

Logging of Debt Notes

The Debt Notes log displays which users were notified via email when a note was created. You will see a clear "Notified: [email]" entry within the log, ensuring you can verify exactly who received critical updates regarding a debt (see highlighted items below).

Display of Default Number of Debt Notes

There is a mechanism available to establish the default number of debt notes to show underneath an enrolled or unenrolled debt within the client dashboard debts nested tab (i.e., subtab) (maximum 10 by default). Contact the FORTH Support Team to request any such change.

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Assistance

If you have any questions about this feature or enhancement, please reach out to support@setforth.com.

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