Collection Profiles
📝 Collection Profiles: Dynamic Workflow and Distribution Control
Section titled “📝 Collection Profiles: Dynamic Workflow and Distribution Control”The Collection Profiles feature allows collection administrators to build and customize the automated workflow and all associated communication (letters, emails, etc.) for debt collection cases. This provides granular control to optimize payment rates and test different operational strategies.
1. Profile Overview and Safety Mechanisms
Section titled “1. Profile Overview and Safety Mechanisms”Collection Profiles define the rules for client segments. Because changes to a live profile immediately affect collection batches, the system enforces strict safety mechanisms.
Navigation: Collection Profiles are accessed via Global Settings > Collection Profiles.
Profile Settings
Section titled “Profile Settings”The profile is identified by a Collection Profile Code, Currency, and Description. Key general settings include the Settlement Order (how payments are applied to fees, interest, and capital) and various Tolerance thresholds.
Safety Mechanism: The “Live” Profile
Section titled “Safety Mechanism: The “Live” Profile”A profile is considered “Live” once one or more clients are connected to it.
| Profile Status | Editing Capability | Safety Enforcement |
|---|---|---|
| Not Live (No clients) | Full Edit Access. You can edit the workflow structure freely. | Standard save applies. |
| Live (Clients connected) | No Access. The system will not allow any changes | No editing, only Duplicate. Create a new workflow and connect client. If a client is connected to a new workflow, all the active cases will keep the previous workflow. They will NOT move between two workflows. |
Connecting Clients and Segments
Section titled “Connecting Clients and Segments”- To link clients, click CONNECT CLIENT. You must select the Client, Debtor type (e.g., Company, Person), and Segment (e.g., STANDARD) to which the profile will apply.
- Segments allow you to apply different collection profiles to different types of debtors. This is not a mandatory function and can only be controlled though API calls.
- Once connected, the profile becomes the active collection workflow for all new cases matching that client and segment. NOTE: All existing cases will stay with the previous workflow.
2. Workflow Management (Adding and Editing Events)
Section titled “2. Workflow Management (Adding and Editing Events)”The Workflow section defines the automated sequence of actions based on the age of the debt. Events are calculated by Day (e.g., Day 0, Day 18).
Editing the workflow (while in Draft)
Section titled “Editing the workflow (while in Draft)”- Editing Events: You can add, edit, and delete any event in the workflow.
- Pause Status: Workflow events will not activate on cases currently in a paused status (Paused, Disputed, Enforcement, Part payment plan). The workflow resumes from the step it left off once the status returns to Active.
Event Types and Settings
Section titled “Event Types and Settings”Editing an event opens a modal to define its parameters:
| Event Type | Purpose & Configuration | Dependencies / Notes |
|---|---|---|
| Collection Claim | The initial formal step in the collection process, including sending out collection claim letter. | Define Valid days, Grace days, and Fee amount. |
| Collection Notification | A standard communication event (reminder). | Define Valid days, Grace days, and Fee amount. |
| Check debtor data (Address Lookup) | Triggers a check for basic debtor data integrity. | Optional Address look up checkbox available within the event settings. |
| Credit check | Triggers a check on the debtor’s creditworthiness. | Only available if the Credit Check module is active. |
| Purchase | If the debt is to be purchased from the owner. | |
| Enforcement | Final automated step before initiating formal legal action. | Predefined parameters from existing system. |
| Wait | Halts the workflow for a specified period without taking action. | Input field for Amount of days to wait. |
| Create to do | Automatically generates a to do task in the system. |
3. Distribution Content Control
Section titled “3. Distribution Content Control”Within any Distribution event (e.g., Collection notification), you gain granular control over the content and delivery method. The system allows you to turn on or off the distribution for every event type.
Distribution Configuration Options
Section titled “Distribution Configuration Options”| Distribution Type | Content Editing Capabilities | Preview/Testing |
|---|---|---|
| Letter | Full Text Editor allows editing the current text, including formatted text (row breaks, bold, italic). Allows adding and editing dynamic values (e.g., [client name], [debt], [date]). | Download Preview: Supports generating a PDF preview of the letter. Dynamic values will show the placeholder reference (e.g., [client name]) in the preview. |
| Full Text Editor allows editing the current text, including formatted text. Allows adding and editing dynamic values. | Send Preview: Supports sending a preview email to a specified address via Sendgrid. Dynamic values will show the placeholder reference in the test email. | |
| E-invoice / D-mailbox / Partner | Full Text Editor allows editing the current text, including formatted text. Allows adding and editing dynamic values. | N/A |
| Text Message (SMS) | Option provided to edit the placeholder content of the SMS message. | N/A |