Setting up Collection Letter Templates
Setting up Collection Letter Templates
NOTE: CINC strongly recommends setting up one association for a 30-day test run before setting up all associations.
Collections letters must be created prior to setup and use of the Collections module. Letters can be set up as a global template, applicable to all associations, or as an association-specific template. The system is flexible in this regard and can be setup to meet the needs of each association.
NOTE: All association governing documents should be consulted for clear definition of the community’s collection policies when creating collection letters.
To create collections letter templates:
Select Tools > Correspondence Template. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
Search for and select the desired association or all associations. Both standard and association-specific letters can be created.
Choose Collection Template from the Template Type dropdown.
Click New.
On the Edit Correspondence Template screen, enter a name for the template in the Template Name field. The template name should reflect the different types of collection letters the associations will use; e.g., Friendly Reminder, 30-Day Notice, etc.
Select a Paper Source. For a background letterhead image, select Letterhead as the paper source.
NOTE: Letterhead images must be uploaded prior to use.
In the body of the template, click the Insert Table icon. A specific format is required to properly maintain the margins of the letter:
The appropriate values will be defaulted. It is recommended to adjust the default value in the Rows field to a number that is equal to the number of text alignments needed for the letter.
For example, to center the name of the association, then left align the date and the remaining text in the letter, change the Rows value to 2.
Click OK to insert the table.
If not using a letterhead as the paper source, the letter needs to include an association or a company logo in the first row of the template by inserting an image and/or merge tags.
To insert an image:
Click on the Insert Image icon.
Browse to and upload an image to the photo gallery.
Once the image is visible in the preview, place the cursor in the template where image should be inserted and click OK.
NOTE: Layout and Appearance may be altered. Leave the width at 92 to ensure that it fits on a standard 8.5 x 11 page.
To insert a merge tag:
NOTE: Tags will insert association and homeowner information exactly as they appear throughout the system (e.g., address, etc.).
Choose a tag from the Select Tags dropdown.
Position the cursor in the area within the template to display the tag and click Insert.
Complete the body text by entering text, using merge tags, and/or pasting from Word:
Insert merge tags by clicking the arrow beside Insert and selecting the appropriate tags. Place the cursor in the editor where you want tag to be and click Insert. Suggested merge tags for collection letters available within the system include:
Next Business Day (Long/Short): Collections letters will generate at 7 PM Eastern time. CINC recommends using the Next Business Day tag to display the correct date in accordance with the collections process.
Homeowner Balances: Lists the homeowners’ balances for each assessment owed.
Homeowner Current Balance: Lists the homeowners’ overall balance as of current date.
Homeowner Name and Address: Inserts the property address information.
Owner Name and Address: Inserts the mailing address information.
Chosen Name and Address: Inserts the information for multiple addresses (offsite, management, tenant, etc.) when more than one letter is required (as selected on the Edit Collection Level screen). See Setting up Collections for more information.
If pasting from Word, click the Paste from Word icon, then paste the text inside the popup box. Select the Remove Font Family checkbox to strip out formatting. CINC also recommends pasting the text into Notepad first to remove any additional formatting. Click OK.
To include an image directly in the correspondence template:
Click in the body of the template at the place where the image is to be inserted.
Click the Insert Image icon.
Upload an image file from a computer, choose a previously uploaded image from the gallery in CINC Accounting or insert a URL.
The image may need to be resized so that it fits properly in the template. To do this, select the More Options checkbox at the bottom left to set the parameters of how the image will display.
If Size is changed to Custom size, it will allow setting custom pixel parameters. When finished, click OK. The image should now be visible in the template.
To edit or resize the image again, double-click on the image in the body to open up the Change Image popup. Make any necessary changes and click OK.
To select an image from previously uploaded images for insertion, click the Insert Image from Gallery icon. Search for the desired image, then click Insert.
Click Save.