Setting up LetterStream in CINC

Setting up LetterStream in CINC Core

Before you can configure LetterStream in CINC Core, you are required to complete an ACH Form for authorizing the debiting of your Bank Account for the cost of each LetterStream Job. The ACH Form will be provided by a CINC team member and should be returned to them when complete.

Once the ACH Form is complete, CINC can enable LetterStream for your account.

Configuring Paper Source for LetterStream

Select System > Dropdown Options. If you are using universal navigation, click Settings > General > Drop Down Options.
Select Delivery Perference from the Drop Down List menu.
Select the appropriate LetterStream Dest (Destination).
- First Class: Used to send the letter via first class mail.
- Certified: Used to send the letter via certified mail.
- Postcard: Used to send the letter using the Postcard Template.
Select the following additional options for each Paper Source, as applicable.
- Coversheet: Place a checkmark in the Coversheet checkbox, if you wish for LetterStream to create and include a Coversheet for the specific Paper Source. The Coversheet includes the Return and Mailing Addresses, and is formatted to properly fit LetterStream’s Envelopes.
- Duplex: Place a checkmark in the Duplex checkbox, if you wish to use Double-Sided Printing for Letters that are more than one page long.
- Color Ink: Place a checkmark in the Color Ink checkbox, if you wish to Print the Letters in Color
Click Save.

Configuring LetterStream Correspondence Template with the Paper Source

Select Tools > Correspondence Templates. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
Select the desired Violations or Collections Letter(s) template that you wish to be printed and mailed through LetterStream.
Change the Paper Source to the appropriate option as created on the Dropdown Options screen. (Sub Templates do not require a Paper Source change).
Click Save.

Note: CINC recommends changing only one Letter for testing purposes, prior to changing all Templates’ Paper Sources. Remaining Templates should not be changed until you are ready to go live with LetterStream.

Configuring LetterStream Letter Templates with no Cover Sheets

If you are not using a Coversheet through LetterStream, the Letter Template must be formatted to fit the Return and Mailing Addresses within the LetterStream Window Envelope. CINC recommends testing a Letter once LetterStream is enabled, to verify the accuracy of the Address Placement.

From the CCR > New Violation or Quick Escalation screen, click Preview to preview the Letters in the Job. The preview will display the Safe Zone areas in which the Addresses should appear. If you are using universal navigation, click Residents > Violations > New Violations.

If the Addresses do not fit within the specified areas, the templates must be adjusted accordingly on the Tools > Correspondence Template screen. Use of the LetterStream Coversheet does not require a change to your current template setup. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.

Running the LetterStream Print Job

Once violation jobs have been posted, and/or the collections process has been run, the LetterStream print job will appear on the Export Print Job screen to approve or decline.

Select Homeowners > Export Print Jobs. If you are using universal navigation, click Associations > Correspondence Tasks > Export Print Job.
Select the applicable Job from the Print Job dropdown menu. The cost of each item in the Job will be listed under the Cost column.

NOTE: If a red dot appears next to the association's name, that means it does not have a remittance address entered or the address is invalid. This can happen if a zip code is missing, for example. Print jobs cannot be approved through Letterstream until this is resolved.
- Select Setup > Association Setup / Addresses and add the remittance address. If you are using universal navigation, click Associations > Associations > View All.
- For detailed instructions, see Setting Up Additional Addresses.
Click the checkbox to select which items you want to approve or delete. Clicking the checkbox in the print job header will select all items.
Click Approve to approve the entire Job, or click Delete to remove an item from the job. Clicking Decline will remove the ENTIRE job from the Export Print Jobs screen. Once a Job is approved, CINC will send a file to LetterStream for processing. The cost of the job will be debited automatically from the account that is listed on the ACH form.

Sending LetterStream Statements

CINC suggest running a preview of the statement export prior to sending to LetterStream for processing.

Select Homeowners > Print Statements. If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.
Enter the statement criteria as normal with the Statement Type set to Export Preview.
Click Print to preview the statement prior to generating a LetterStream job.

To send the statement print job to LetterStream:

Select Homeowners > Print Statements. If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.
Enter the statement criteria as normal with the Statement Type set to Export to LetterStream.
Click Print. CINC will then generate a print job for you to Approve or Decline from the Homeowners > Export Print Jobs. Once a statement job is approved from the Export Print Jobs screen, a file is sent directly to LetterStream for processing. If you are using universal navigation, click Associations > Correspondence Tasks > Export Print Jobs.

Note: The Export to LetterStream Statement Type is also available on the Statement Scheduler screen.

Tracking Letter Status and Signature Proof

Once a letter is sent, you can track the letter status and download signatures for certified mail from the Homeowners > Print Queue screen. If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.

The .ZIP file contains an Excel file that lists the address that each letter was mailed to.

NOTE: The Print Queue screen stores the letter content only and is not the LetterStream proof. The actual mailed proof must be requested through CINC Support. Include in request the association name, mailing date, file name from Print Queue screen, if available.

For certified mail, you can track the status and signature proof the homeowner's correspondence record in CINC Core.