Creating & saving letters (block management)

Owned by Fiona Hardy
Last updated: Jun 30, 2022
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

Letters can be generated for the whole estate or for specific blocks or units within it - letter templates are used to generate your letters, using merge codes to pull the information needed into the letter

A journal note of letters generated is usually added to the 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

  • The Select Letter Template panel usually shows templates that have been set up for use in your business
    These are Word templates, set up with merge codes that 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

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

2. 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

 

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

    A list of Word templates will be displayed in this 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

  • The letter will open in Word

    Check the details and print as required

If you need to save a copy of the letter - before closing it, follow the process outlined in step 4

Providing Journal Entry is ticked before creating a letter, an entry is added to the Activity Feed for the estate or unit* when the letter is created 

* depending on the selected recipient(s), see step 2

4. Saving a copy of the letter & converting to PDF

A copy of the letter can be saved and also converted to PDF

  • From the Word version of the letter, click Save
    Save options are displayed

  • Save document in letters folder

    • Saves the letter in the Existing letters and files panel of the Letter Generator screen on the estate record

    • After clicking Accept, you are offered the option to convert the letter to PDF

  • Save document normally

    • Allows you to save the Word document to your device/network

    • After clicking Accept, you are required to enter the filename and location to save the Word document

  • Save as PDF

    • Allows you to save the document as a PDF to your device/network

    • After clicking Accept, you are required to enter the filename and location to save the PDF

  • E-mail PDF

    • Creates the document as a PDF

    • After clicking Accept, the document is converted to PDF and automatically attached to an email

  • Close the Word document
    If choosing to Save document in letters folder, the document will be shown in the Existing letters and files panel of the Letter Generator

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