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Firm > Manage Firm - Fulfillment Tab

Learn how to set up and use LetterStream for your Owner mailings.

LetterStream is an optional 3rd party mailing service that can be used to process and fulfill all of your first class and certified mailings through our system. Letterstream can be accessed from several different utilities in uManage and can be fully or partially automated.

Action Types

Action Types are used to generate letters or documents when a specific Action occurs, and are added, edited or deleted on the Firm > Manage Action Types page. Action Types are used in four kinds of Workflows. 

• Violation Letter Action Types - Violation Types can be used to automatically generate letters to Owners about the status of a Violation.  CLICK HERE for more information. 

• Architectural Letter Action Types- ARC Types can be used to automatically generate letters to Owners about the status of an Architectural Request  CLICK HERE for more information.

• Custom Letter Action Types- Custom Letter Types can be used to generate letters to Owners on general topics that do not fall into the other Types.  CLICK HERE for more information. 

• Delinquency Letter Action Types- Delinquency Types can be used to automatically generate letters to Owners about the status of their delinquent account. CLICK HERE for more information.  

Statement Processing - Statements are used to notify and bill Owners for Assessments that are coming due. CLICK HERE for more information. 

Coupons- Coupons are used to notify and bill Owners in advance of Assessments for an entire year.  CLICK HERE for more information. 

Mass Mailing processing- The Mass Mail option allows for a customized letter to be generated that generally does not have any financial implications within the homeowner accounts. CLICK HERE for more information. 

Friendly Reminders- A Reminder Notice can be generated independently of the Delinquency functions. CLICK HERE for more information. 

To Set Up Fulfillment

Step 1. Navigate to Firm > Manage Firm - Fulfillment Tab.   

Step 2. Complete the fields in the Fulfillment window. 

Fulfillment Tab - Fulfillment Section

• Certified- Check the Enabled box to allow Certified Letters to be fulfilled via LetterStream.

• First Class- Check the Enabled box to allow First Class Letters to be fulfilled via LetterStream.

• Return Address Name- Select the correct name to be used on the Returned Address portion of the letters. 

Fulfillment Tab - Notification Section

• Notification threshold- Use this field to establish a threshold balance for postage. In the example below, notification will occur when the balance falls below $500. For this to work correctly, you must also select User(s) under Postage balance below threshold.

• Batch sent successfully- Check the Users who need to be notified when a Batch is successfully sent. 

• Issue with Batch- Check the Users who need to be notified when there is a problem with a Batch.

• Postage balance below threshold- Check the Users who need to be notified when the postage balance falls below the established threshold. 

Step 3. Click the Save button to save your changes. 

Action Type Letters

For letters generated via Action Types, follow the steps below. For other types of letters or documents, click the links above for more detailed instructions for those types of letters/documents.

Step 1. Navigate to Firm > Manage Action Types. 

Step 2. Use the Search filters to locate the Action Type you are using for the current mail out. 

Step 3. Click the Pencil icon to open the record. 

Step 4. Make sure the Send Document box is checked.  

Step 5.  Complete the Fulfillment Options window. 

• Include CoverSheet - This option allows the fulfillment option to include a CoverSheet.

• Duplex - Select this option if you want the letter printed on both sides of the paper. 

• Outer Envelope Message - Use for Statements if you want the envelope to state “Homeowner Statement Enclosed”.

• Certified Mail Type - Select an option from this menu if the mail out needs to be sent via Certified Mail. 

• Ink - Select the type of ink, Black or Color, from the drop down menu. 

• Paper - Select the color of paper you prefer from the drop down menu. 

• Return Envelope - Select Yes if you want a Return Envelope included in the mailing. 

Step 6.  Complete the Mailing Section.

• Create Label - This checkbox will create a label for this letter.

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• Send Via - This menu is used to select the delivery method of this particular letter (Certified & Regular, Regular, Or Certified).

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• Document Merge Type - This drop-down menu is used for which users will be sent this particular letter.

• Document Template - This option allows to have a template added to this particular letter for a more uniform document

Step 7. Click the Save button to apply all new options.

NOTE- This process must be completed for ALL letters with the ability to be sent to fulfillment.

Add Funds to the Postal Account

Step 1. Navigate to Firm > Manage Postal Account.

Step 2. This page will show you the amount of postage currently available. If the total estimate for the new mail out exceeds the available amount, you will need to add postage. 

Step 3. Select Add Funds from the Page Actions drop down menu. 

Step 4. Complete fields in the Account Edit window. 

• Payment Amount- Enter the amount of Postage you want to add. 

• Card Type- Select the correct card type from the drop down menu. 

• Card Number- Enter the credit or debit card number. 

• Expiration Date- Enter the card expiration date. 

• Security Code- Enter the three digit security code. 

• Billing Address- Enter the billing address for the card used. 

• Email Address- Enter an email address.

Step 5. Click the Save Add button to finalize the payment. 

Additional Services

NOTE- Sending a document to fulfillment is the same as dropping it into the USPS mailbox.  Double check the total cost and inspect documents thoroughly prior to submitting to fulfillment.

NOTE- Rates are subject to change but are accurate as of July 2023.  Postage pricing automatically adjusts based on USPS rate increases.  

NOTE- Actual costs are determined per mailing and can vary.  For example, a 10 page letter may incur extra postage as it is over the standard weight limit for a first class letter and/or may need be be upsized to a larger envelope.   

NOTE- When sending a print job to fulfillment, uManage calculates the expected postage cost but the actual cost as calculated by Letterstream is the amount deducted from the postage account.

The following are costs for a one page letter which includes paper, black and white ink, envelope, labor and postage.  Additional pages are $0.12 per page.

Additional Services