Activities > Communication > Manage Mass Mailings


The Mass Mailing function is used to send out communications to Owners that are not generated by workflows. Mass Mailings can be used for general information such as road closures, pool rules, or reminders of meetings or assessments, or used for mailings specific to homeowners using mail merge fields. 


PART 1 - Create a Document Template.

PART 2 - Set up Mailing (Upload Document and select Recipients)

PART 3 - Review for Accuracy (Document and Recipients)

PART 4 - Mail Letters (In House or third party fulfillment)

PART 1 Create a Document Template


A template allows Owner specific information to be inserted into the document, as needed. CLICK HERE for more information on how to create a document template for mailing.


Download Merge Fields


To download a list of available merge fields for the Manage Mass Mailings function, follow these steps:


Step 1. Navigate to Activities > Communication > Manage Mass Mailings.


Step 2. Select Merge Field List from the Page Action drop down menu. 


 

Step 3. Enter a name for the file to save it on your computer. 


 


Step 4. Open the saved file to view all merge fields available for Mass Mailing.

 


PART 2 Create a New Mass Mailing


Step 1. Navigate to Activities > Communication > Manage Mass Mailings.


Step 2. Select Add Item from the Page Action drop down menu. 



Step 3. Complete the fields in the Mass Mailing window. 


Mass Mailing Mail Edit - General Section


Title- Enter a Title for the mailing. 



Mass Mailing Mail Edit - Mailing Content Section


Use this section to upload the document you want to mail, along with any attachments, if needed. 



Mass Mailing Mail Edit - Mailing Preferences Section


NOTE- This section only applies when a third party mailing service is used. If you are mailing the letters in-house, you can skip this section. 


  • Include CoverSheet- Select this option if a cover sheet needs to be included. 

  • Duplex- Use this option to print the document on the front and back of the paper.

  • Outer Envelope Message- Select this option to include a message on the outer envelope that reads “Homeowner Statement Enclosed”.

  • Certified Mail Type- Select this option if the letter will be sent via Certified Mail. If selected, additional options will open.

  • Ink- Select Black or Color ink. 

  • Paper- Select the color of paper and other options.

  • Return Envelope- Select if a return envelope should be included in the mailing. 


Mass Mailing Mail Edit - Mailing Recipients Section


Use this Section to detail the recipients for the mailing. Mailings can be filtered and limited by a number of options. 


Associations - Select the correct Association (s) to receive letters by highlighting the Association(s) in the left All pane and moving it to the Selected pane. 


Owner Filters

  • Building/Floor/Tier- Use these fields to limit mailing to specific buildings, floors or tiers, if applicable. 

  • Unit Address- Use this field to limit mailing to specific addresses. To select addresses, click the Search button to open a list of all addresses within the selected Associations. On the right hand side, check all boxes for addresses the apply, or check the box at the top to select all addresses within the Association.

  • Mailing Address- Use this field to send the letter to a specific mailing address. 

  • Ownership- Use this field to limit mailing to a specific owner type. It will default to Current.

  • Address Type- Use this field mailing to a specific Address type. 

  • Association Section- Limit mailing to a specific Section of the community, if applicable. 

  • Via Type- Select the mailing method. 

  • Primary- Select which type of Contact the letter should be mailed to. It will default to Primary. 

  • Portal Registration- Select if mailing should go to Owners who are registered or pending or both.

  • Election- Select an election from the drop down menu. NOTE- To be used with the selection below. 

  • Voted- Select Voted or not Voted from the drop down menu. 

  • Direct Debit- Select to limit mailing to owners with or without direct debit set up. 

  • I wish to receive newsletters electronically- Select Owners who choose to have newsletters mailed electronically. 

  • I wish to receive statements electronically- Select Owners who choose to have Statements mailed electronically. 

  • OPT in for electronic emails- Select Owners who have opted in for electronic emails. 

  • Included Associations- Use this section to select the Association(s) to receive the mailing. 

  • Include Firm Branch- Check this box to send a copy of the letter to the Firm Branch, if applicable.

  • Field Labels- Use this section to select Owners by custom Field Labels, if applicable. 

PART 3 Review Document and Recipients


Document Review


In the Mailing Content Section, click the Pre-Flight hyperlink to make sure necessary mailing information will be visible in the window envelope.



Below is an example of the Pre-Flight document. If items do not fit properly in the areas below you will need to edit your Template before uploading.



Recipient Review


Step 1. Click the View Recipients button at the bottom of the page.

 Step 2. Review the list and use the check boxes on the right to include or exclude recipients on the list. 


Step 4. Click the Generate button to update the recipient list. 

PART 4 Mail Letters (In-House and via Fulfillment)


In-House Mailing


Step 1. Navigate to Activities > Communications > Manage Mass Mailings. 


Step 2. Click the pdf hyperlink in the Combine column. 



Step 3. The file will automatically be downloaded to your hard drive for printing and mailing. 


Fulfillment


Step 1. Navigate to Activities > Communications > Manage Mass Mailings. 


Step 2. Click the Pencil icon for the batch you want to send to fulfillment. 

Step 3. Click the Send to Fulfillment button at the bottom of the page.