Setting up Homeowner Correspondence Templates
Setting up Homeowner Correspondence Templates
Correspondence templates are used by a management company to assist in generating communications to homeowners directly from CINC Accounting.
Both standard and association-specific templates can be created. CINC recommends creating global templates that can be used across all associations.
Complete the following steps for each correspondence template to be created:
Select Tools > Correspondence Template. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
Set the association to All. If you need to create an association-specific template, search for an association instead.
Select the Template Type.
Click New.
On the Edit Correspondence Template screen, complete the following information:
Association: Defaults to All Associations (recommended). If needed, search for and select the desired association.
Template Name: Name for the template such as Annual Meeting Notice or Account Information.
Template Type: Correspondence.
Paper Source: Defaults to Print and Mail but can be changed to a desired print house option if applicable. Paper Sources are configured on the System > Drop Down Options screen. If you are using universal navigation, click Settings > General > Drop Down Options.
A specific format is required to properly maintain the margins of the letter. Click the Insert Table button on the Template toolbar.
The table formatting creates margins for the letter when printing and allows isolation of formatting from one part of the letter to another. On the Insert Table popup, verify the settings and click OK to insert the table:
Rows: As needed. The first row of the inserted table will be the header row used for the company logo/image if letterhead Paper Source is not used. A new row should be entered for the text of the letter. A row should also be inserted for every alignment of text needed (Left, Center, Right).
Width: 92%
Cell Padding: 0
Alignment: Center
Cell Spacing: 0
(Optional) To insert a company logo/image in the header row of the table:
NOTE: This step is not needed for letterhead Paper Source. Merge tags may also be inserted in addition to or in place of an image to be used as a header with the association name, etc.
Click the Insert Image button on the Template toolbar.
On the Insert Image popup, search for and select the desired image for insertion, then click OK.
Click Insert to add the image to the first row of the table.
(Optional) To add a merge tag in the header row: This step is not needed for letterhead Paper Source.
Choose a tag from the Select Tags dropdown.
Position the cursor in the first row of the table and click Insert.
To create the body (text) of the letter, type the letter or copy and paste it. If pasting from Word:
(CINC recommended) Paste the text from Word into Notepad to remove any additional formatting.
Click the Paste from Word button on the Template toolbar.
On the Paste from Word popup, copy and paste the text from Notepad inside the popup box.
Select the Remove Font Family checkbox to strip out formatting.
Click OK.
Once the body text is displayed on the Edit Correspondence Template screen, merge tags may also be inserted in addition to or in place of text.
To upload a picture to be included in the letter:
Click the Insert Image button on the Template toolbar.
On the Insert Image popup, search for and select the desired image for insertion, then click OK.
Click Insert to add the image.
Click Save.