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 specific requirements of your communities.
Setup for Custom letters requires multiple steps:
PART 1 - Create Letter Templates - Letter templates are used to create documents with Owner or Association information. The template can include stock information, such as verbiage, legal information, contact or branding information and more. As well as personalized information from the Owners account such as the Unit address, account balance, violations etc… Letter templates are created at the Firm level to allow the same template to be used for multiple Associations. CLICK HERE for more information.
PART 2 - Create Action Types - Action Types are used within workflow(s) to define the activities to be performed at each step. A workflow consists of a series of steps that defines a stage of a process, typically including correspondence to the Owner and/or charges or notations on the account. Action Types allow the system to automatically generate letters and documents to Owners, that are created as templates, prior to creating the Action Type. CLICK HERE for more information.
PART 3 - Create a Custom Letter Workflow - A Workflow is a defined, step by step process that is used to manage Violations, Delinquencies, ARC requests and Custom Letters. The Workflow is set up to match the process required by State regulations and/or the Governing documents for the community. The Workflow then automates all actions that need to take place at the various stages, and makes it easier to review the status of your accounts. CLICK HERE for more information.