This article explains how to send follow-up reminders or Section 41 registered letters of demand to a selected group of debtors, rather than to every account listed under a workflow step. It is intended for finance and debtor management users who need to target specific accounts within a workflow's To Do list, such as sending letters only to the parents of learners in a particular grade.

Workflows > Standard

Purpose

Workflow actions, such as follow-up reminders or Section 41 registered letters of demand, are normally sent to every account grouped under a specific action's To Do list. Selecting individual accounts before sending lets you communicate with only the debtors you choose, without affecting the rest of the accounts in that step. This applies whether you are selecting a handful of individual accounts or a specific group, such as only the parents of Grade 12 learners.

How do I send a reminder or letter of demand to specific debtors only?

Step 1: Open the workflow action

1. Navigate to Workflows > Standard.

2. Locate the specific action you want to work with, then click on the number shown above To Do.

Step 2: Select the accounts

1. In the list of accounts that appears, identify the accounts you want to contact. This could be a small selection of individual debtors, or a specific group, such as the parents of learners in one grade.

2. Select each relevant account by ticking the box to the left of the accountable person's name.

Step 3: Send the communication

1. Once the required accounts are selected, click on the Follow Up button at the top of the list.

2. Click on Create & Send to send the communication.

Important information

• Targeted sending: Only the debtors you tick will receive the reminder or Section 41 registered letter of demand.

• Remaining accounts: Accounts under the same To Do section that are not selected will not receive any communication during that send.

• Grade or group-based selection: There is no separate "send by grade" option. To send letters only to a specific grade, such as Grade 12 parents, manually tick the accounts belonging to that grade in the account list before clicking Follow Up.

• Reusable process: You can repeat this process at any time to send follow-up communication to a different selection of accounts within the same workflow step.

Frequently asked questions

I want to send Section 41 letters only to some or certain Grade parents, how do I do that?

Go to Workflows > Standard, click on the number above To Do for the relevant action, then tick the box next to each parent's name in the account list. Click Follow Up, then Create & Send. Only the accounts you ticked will receive the letter, so you can select just the Grade parents you need without affecting any other accounts.

Can I send a Section 41 letter of demand to only some of the debtors in a workflow step?

Yes. Tick the box next to each accountable person's name for the accounts you want to include, then click Follow Up and Create & Send. Only the selected accounts will receive the letter.

Will unselected accounts still receive the reminder?

No. If an account is not ticked before you click Create & Send, it will not receive that communication and will remain in the To Do list for a future follow-up.

Where do I find the list of accounts in a workflow action?

Go to Workflows > Standard, find the relevant action, and click on the number displayed above the To Do heading to open the list of accounts.

What button do I use to send communication after selecting accounts?

After ticking the required accounts, click the Follow Up button at the top of the list, then click Create & Send to complete the process.

Is there a way to select accounts by grade, such as only Grade 12?

There is no automatic filter by grade in this workflow screen. Instead, manually tick the accounts belonging to the learners in that grade from the account list, then click Follow Up and Create & Send to send the communication only to them.

Can I select accounts belonging to different accountable persons in the same send?

Yes. You can tick as many accounts as needed across different accountable persons within the same To Do list before clicking Follow Up and Create & Send.