Letter Writer
Creating a Custom letter Template
To access setting up of template letters go to Control Panel – Object Types – Custom Letter Templates.
Select the type of letter that you want to create from the drop down menu.
Type in what you want to call this letter and click on the Add button.
You will now see that the letter has been added to the Existing Template Letters list. At this point if you do not want the letter you can delete it, however once it has been used you will not be able to delete it.
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Creating the Custom Letter text
Once you have clicked on the Edit button you will see the screen as illustrated below.
At the bottom of the screen there are drop down menus. These menus contain various tags that you can use in your letter. When a tag has been selected you must click on the insert button to add it into the letter. Always be aware the tag will insert wherever your curser is.
Completed template letter with data tags inserted.
Once you have completed your letter click on the preview button to display your letter showing all header and footer information
Finally click on the finish action button to save your letter on the system. You will be returned to the custom letter list where now you will need to click the finish action button again.
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In this first part of Letter Writer we will look at a personal letter to someone registered on the system.
Go to Office/Postbag/Write a letter or the on the quick view of Landlord tenant and contractor.
When you have selected Letter Writer you will need to search the system for the person you want to write to.
Having located the person with your search, tick the box next to the name and click next on the action buttons. This opens up the letter writer page, as this is a personal letter there is no need to select a template. Select the address you want the letter to go to (as shown in the graphic below) then type your letter in the space provided. There is no requirement to add any address at this stage as this will be automatically added.
When you have finished your letter, click on the finish action button. The letter will now be sent to
‘Authorise Letters’ in the postbag.
Creating a Custom letter using a template
As in the personal letter guide, search for the person on the system that you are writing to. When you click next on the action buttons you are again brought into the letter wring screen.
This time you should select the template that you are going to use, then select the address to send to.
Templates available will be dependent on which person type you are sending the letter to.
Using the template now on your screen you can either send it as it is or customise it, then upon clicking finish on the action buttons the letter will go to the ‘Authorise’ section of the postbag.
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Authorise Letters
Home/Office/Post Bag/Authorise Letters
The post bag is the central point of the software. All terms of business, tenancy agreements, invoices, inventories, certificate chase letters, rent chase letters, etc. go here so they can be authorised and then printed in one go.
In the Office Menu select Post Bag then Authorise Letters and you will be directed to all letters that require authorising prior to posting. Once again, as with other screens already encountered, you can filter your options as to what branch and by what User. You may check any letter by clicking on it to open (you will need a pdf reader for this). Once satisfied with the letter you can now click the Authorise Posting button. This sends the letter(s) to the Letters to Post section. If the letter is not to be sent then select the letter and click on Skip this letter(s) will now go to the Past letters section.
Once Emails have been authorised they will be sent immediately and can then be seen in view past letters.
Each letter's title includes a short description of whether it is to be sent by post or email. Status shows Awaiting authorisation, Created by will either show a system process or a user, Due to Post Indicates the date on which the letter should be posted (normally the date the letter was generated). To view a letter click it’s Title in the list. You will be given the option to Open or Save the letter. If you open the letter you can then go on to print it out. If you cannot see the letter you want click a page number in the bottom of the list to change page.
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Home/Office/Post Bag/Letters to Post
Use this option to view and print authorised letters that need posting or emailing, and record them as posted. Multiple letters may be selected to be printed and posted in a single batch.
Use the Filter Letters Branch drop down menu if the Company has more than one branch. Default settings will show the branch that you are a Staff Member. Select method of posting from the tabs as to whether plain paper or headed paper is to be used.
To print one or more letters in one go tick the box next to each letter to be printed. When you have selected the letters to be printed, click Print to Post at the bottom of the list. The system will generate a single PDF file containing all of the letters you selected this can now be printed.
Multiple printing of letters using headed paper is not recommended as you may be spending a lot of time setting up where your headed paper has to sit in the printer for each letter.
When you have printed letters and prepared them for post, you should mark them as posted. Tick the box next to each letter that has been posted and click Mark as Posted. The letter will disappear from the list and will appear on the View Past Letters page.