How to delete a sent Correspondence record from a Reservation or a Guest Profile in RMS.

Overview

The Correspondence 'Send Out' option on a Reservation or a Guest Profile can be used to send a merged Form Letter.

You can email the merged Form Letter to the selected Guest Profiles and up to three ad hoc email addresses.

Allowing Users to send correspondence from reservations will enable a smooth and professional experience for guests, while keeping all sent correspondence visible within the reservation.

Users with the required permissions within Security Profiles can delete the sent record from the Correspondence tab on a reservation or a guest profile. A record of a deleted Correspondence record that is linked to a reservation will be displayed in the Reservation Audit Trail.

The Security Profile function is Allow User to Delete Correspondence. There is one under Reservation Screens for the Reservation's Correspondence tab, and one under Guest Screens for the Guest Profile's Correspondence tab. A record linked to a reservation always needs the Reservation Screens function and is recorded in the Reservation Audit Trail as Correspondence Deleted, even when it is deleted from the Guest Profile. A record that is not linked to a reservation is recorded in the guest's audit trail instead.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. For more information, see Understanding RMS Help Centre Articles. 

Delete Correspondence from a Reservation

Open the Reservation in RMS.

1. Navigate to the 'Correspondence' tab.
2. Select a Correspondence Record.
3. Select 'Options'.
4. Select 'Delete'.