Process > Setup > Manage Action Types


The Custom Letter function is used to send important correspondence to individual Owners that do not fall into the main Workflow categories. Letters are typically sent on a one-time or as-needed basis such as, a Welcome Letter, NSF letter, or a Notice of Returned Mail. This function is highly customizable and can be used to meet the specific needs of your communities.  


Creating Action Types is one part of the Workflow process. CLICK HERE to learn more about how to create a Custom Letter Workflow. 


Add New Action Type


Step 1.  Navigate to Process > Setup > Manage Action Types.


Step 2.  Choose Custom Letter from Activity Type drop down menu.



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



Step 4. Complete the Action Type window. 


General Section


  • Title - Enter name of the new Action Type.


  • Title 2 - Enter an additional Title, if needed. 


  • Send Document - Check to generate a PDF file for printing and mailing, or to upload to LetterStream for mailing. 


NOTE- If more than one owner exists and multiple documents are needed, that can be adjusted by updating "Document Merge Type".


  • Send Email - Click to enable a document on the Action Type to be sent via email.  When checked, uManage will send the document to the primary email on the owner's account.


  • Send Notification Of Accounts Without An Email Address - Select a Profile, or enter an email address to be notified when the recipient has no email address on file. This allows the User to research the email address, or send the letter through alternative means.


  • Auto Processing - Choose level of automation(or none at all) for the workflow as follows:


  • No Auto Processing

  • Auto Generate

  • Auto Print

  • Auto Finalize

  • Auto Fulfillment


  • Prevent Future Processing - This feature prevents additional processing beyond the initial action.


  • Min Elapsed Days - This sets the lowest amount of days that have passed before this Action Type can be processed.


  • Show On Activity Reports - Click this box to include this Action Type in the activity report.



Document Section


Allow Fulfillment - Click this box to choose mailing fulfillment by LetterStream.

NOTE- When this box is checked, additional options will appear. Complete the Fulfillment Options window.

  • Include Coversheet - Click this box to add a cover sheet to the document during the mailing process.


  • Duplex - Click this box for duplex printing.


  • Outer Envelope Message - Click this box to include a message on the outer mailing envelope - "Homeowner Statement Enclosed Message".  If this box is not clicked, no message will appear on the outer mailing envelope. 


  • Certified Mail Type - This drop-down allows user(s) to choose the following options for certified mailings.  Note - This is only needed if "Send Via" field is set to "Certified and Regular" or Certified".


  • Certified with return receipt

  • Certified without return receipt


  • Ink - This drop-down allows user(s) to delineate between color or black ink preferences.


  • Paper - This drop-down menu allows user(s) to choose the color of paper on which the document will print.


  • Return Envelope - This drop-down menu allows user(s) to choose whether or not to include a return envelope with the mailing. User(s) can also choose which type of return envelope to include.



  • Create Label- Click this box to create a label with the document.

  • Signature Type- Select Electronic or Manual from the drop down menu.

  • Send Via- This drop-down menu allows for the association to choose the method in which these letters are sent as follows:


  • Certified and Regular

  • Regular

  • Certified

  • Document Merge Type- This drop-down menu allows user(s) to choose additional document recipient(s) if needed other than the primary owner. 


  • Document Template- Upload the document that will be sent. 


NOTE- Templates are documents that may include fields that allow live data to be merged into the document. CLICK HERE for more information.


NOTE- Use the Pre-Flight hyperlink to preview the document to make sure the information lines up properly.



Mailing Section


NOTE- Depending on the mailing options selected above, some of the fields below may not be available. 


  • From- Enter the name you want to appear in the From field in your email. 

  • Reply To- Enter the email address for the User who needs to receive any replies to the email. 

  • Subject- Enter a Subject line for the email. 

  • Body- Enter the body of the email.

  • CC Email- Check the boxes for any Users who need to be cc’d on the email.


Step 5. Click the Save button to finalize, or the Save Add button to create another Action Type.