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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

Letters can be generated for the whole estate or for specific blocks or individual blocks/ units within it. Letter templates are used to generate your letters, using merge codes to pull the information needed into the letter.Once generated, letters can be saved and record  

A journal note of letters generated is usually added to the relevant journalthe Activity Feed on the estate/unit. A copy of the letter sent can also be saved as a Word and/or PDF document.


1. Access Letter Generator screen

From the estate screen:

  • Click Letters (top right)
    The Letter Generator screen is displayed

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  • The Select Letter Template panel usually shows templates that have been set up for use in your business - these templates are set up with merge codes to pull the required information from your system to the letters

  • The Existing letters and files panel shows letters you have generated and chosen to save for future reference


Info

You may have been given access to the Letter Template Editor to create your own templates - click here for more information

For more information on merge codes used in templates - click here


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Choose who to send the letter to

Letters can be generated for the whole estate or for specific blocks or units within it

From the Create new letter section:

  • If the letter is for the whole estate i.e. you are generating a letter for the Management Company or Freeholder:

    • Leave the Estate field set with the estate name showing (as shown right)

      This will generate one copy of the chosen letter to the relevant party

  • If the letter is for a specific block or individual unit(s):

    • Click the Block / Units link

    • Tick the required block/unit(s)

      This will generate a copy of the letter for each selected unit


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3. Select letter and make journal note (for Activity Feed)

On the left side of the screen:

  • Select the required template from the Select Letter Template panel

  • Ensure Journal Entry is ticked

    This will add a note to the Activity Feed for the estate or unit record - see 3a

    The title of the letter will be shown in the feed - if wanting to add your own text too, enter this in the Re field
  • Click Create

    Can also double-click the template name to create the letter


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Expand
title3a. Journal entry note in Activity Feed

When Journal Entry is ticked before creating a letter, an entry is added to the Activity Feed for the estate/unit

Depending on the selected recipient(s), see step 2




4. Saving a copy of the letter

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