Sending a job - Part 2

ITR’s

Each Category is divided into it’s own section. If you selected to send ITR’s, then this will be section 2. If you didn’t select ITR’s then this section will be skipped and you will go straight to the section you chose.

The ITR document page is very similar to the HEF, Confirmation Letter and Other document pages. The page is made up of a table which lets you enter the details of any documents you wish to send us. In the screenshot below you will see that we have filled out the Non-Confirmed section with some demo entries.

For each document type you wish to send there are 5 field to complete:

1. Volume – How many records will be in the file you are sending us?
2. Release Date – When would you like them to mail out from FDM?
3. Release Method – How do you want them to mail out? 1st Class, 2nd Class & Hand Canvass are all available as options.
4. File Name – When you send us a file, wither by FTP or via the portal, we need to know what the file is called. Usually your ERS software will name this file in some way so just enter the name of it here. For example A_Test_ITR_File.csv or ITR_NonConf_21092014.csv
5. File Location – How will you be sending us the file? One of the great things about Hi-vote is that you can still use it, even if you’re not planning on using the file uploader. If you already send us files via the FTP or SFTP then keep on doing it. We love the FTP and we don’t want to add extra processes to your day. Whichever way to decide to send us file, select it from the drop down list. 

You need to fill out this information for each document type you wish to send us in this section. You can send as many type of data to us at once as you wish. In the screenshot below we have only entered 1 letter type but you can enter as many as you like

When you have entered all of the information in this section click NEXT.

HEF’s

As you know by now, each Category is divided into it’s own section. If you selected to send HEF’s from the list in Section 1 then this will be next.

The HEF document page is very similar to the ITR, Confirmation Letter and Other document pages. The page is made up of a table which lets you enter the details of any documents you wish to send us. In the screenshot below you will see that we have filled out the Non-Confirmed section with some demo entries.

For each document type you wish to send there are 5 field to complete:

1. Volume – How many records will be in the file you are sending us?
2. Release Date – When would you like them to mail out from FDM?
3. Release Method – How do you want them to mail out? 1st Class, 2nd Class & Hand Canvass are all available as options.
4. File Name – When you send us a file, wither by FTP or via the portal, we need to know what the file is called. Usually your ERS software will name this file in some way so just enter the name of it here. For example A_Test_HEF_File.csv or HEF_NonConf_21092014.csv
5. File Location – How will you be sending us the file? One of the great things about Hi-vote is that you can still use it, even if you’re not planning on using the file uploader. If you already send us files via the FTP or SFTP then keep on doing it. We love the FTP and we don’t want to add extra processes to your day. Whichever way to decide to send us file, select it from the drop down list. 

You need to fill out this information for each document type you wish to send us in this section. You can send as many type of data to us at once as you wish. In the screenshot below we have only entered 1 letter type but you can enter as many as you like

When you have entered all of the information in this section click NEXT.

Confirmation Letters

The confirmation letter document page is very similar to the HEF, ITR and Other document pages. The page is made up of a table which lets you enter the details of any documents you wish to send us. In the screenshot below you will see that we have filled out the Non-Confirmed section with some demo entries.

For each document type you wish to send there are 5 field to complete:

1. Volume – How many records will be in the file you are sending us?
2. Release Date – When would you like them to mail out from FDM?
3. Release Method – How do you want them to mail out? 1st Class, 2nd Class & Hand Canvass are all available as options.
4. File Name – When you send us a file, wither by FTP or via the portal, we need to know what the file is called. Usually your ERS software will name this file in some way so just enter the name of it here. For example A_Test_Conf_File.csv or Conf_NonConf_21092014.csv
5. File Location – How will you be sending us the file? One of the great things about Hi-vote is that you can still use it, even if you’re not planning on using the file uploader. If you already send us files via the FTP or SFTP then keep on doing it. We love the FTP and we don’t want to add extra processes to your day. Whichever way to decide to send us file, select it from the drop down list. 

You need to fill out this information for each document type you wish to send us in this section. You can send as many type of data to us at once as you wish. In the screenshot below we have only entered 1 letter type but you can enter as many as you like

When you have entered all of the information in this section click NEXT.

Other Letters

The confirmation letter document page is very similar to the HEF, ITR and Other document pages but it does some extra options. The page is made up of a table which lets you enter the details of any documents you wish to send us but the documents in this section do not have the same strict regulations that the ITR’s, HEF’s and Confirmation letters have therefore you can choose some additional options if required.

For each document type you wish to send there are 6 field to complete:

1. Volume – How many records will be in the file you are sending us?
2. Release Date – When would you like them to mail out from FDM?
3. Release Method – How do you want them to mail out? 1st Class, 2nd Class & Hand Canvass are all available as options.
4. BRE – Would you like to add a BRE to this letter type?
5. File Name – When you send us a file, wither by FTP or via the portal, we need to know what the file is called. Usually your ERS software will name this file in some way so just enter the name of it here. For example A_Test_Conf_File.csv or Conf_NonConf_21092014.csv
6. File Location – How will you be sending us the file? One of the great things about Hi-vote is that you can still use it, even if you’re not planning on using the file uploader. If you already send us files via the FTP or SFTP then keep on doing it. We love the FTP and we don’t want to add extra processes to your day. Whichever way to decide to send us file, select it from the drop down list. 

You need to fill out this information for each document type you wish to send us in this section. You can send as many type of data to us at once as you wish. In the screenshot below we have only entered 1 letter type but you can enter as many as you like.

When you have entered all of the information in this section click NEXT.

Confirmation

When you have entered all of the job details into each section you will eventually reach the confirmation screen.

This screen is broken down into sections. 

• Job Totals – This is an overall total of the documents you wish to send from each section. 
• Adding a PO – If you would like to add a Purchase Order Number to your order please tick this box and enter the number in the box provided.
• Confirm Your Job request – Finally you need to tick the box to say that you confirm that all of the information that you have entered is correct and you are happy for FDM to proceed with your job based on the information you have provided.

Once you have entered the information required, click Submit.

NOTE: This Hi-vote Job Control App can take up to 60 seconds to complete. Please be patient and wait for the form to send. Do not click the Send button more than once or your job may be duplicated and booked in twice.

Emails

Once you have submitted a job through the Hi-vote app you will receive a confirmation email with a copy of your request. Your FDM Account Manager will also receive a copy of this email. If you do not receive your confirmation email, you can check the email address entered in the form by going to IER Statistics and selecting the latest job from your job history. If the email address is correct and you still did not receive your email notification, please contact support and we will re-send it to you.