Setting up Violation Templates
Setting up Violation Templates
The letters generated from correspondence templates are comprised of a combination of sections. These sections are set up separately and inserted into violation letters as needed:
Violation Template (outlined in red): Main portion of letter. All other sections reside in it.
Violation Sub-template (outlined in blue): Includes additional description, covenant template tag, and any wording needed. The additional description tag is used to include additional text entered at the time a violation is created with specific verbiage from the association’s rules and regulations documentation.
Covenant Violation Template (outlined in green): Includes the covenant template assigned to the violation during the violation template setup.
Fining Policy Template (outlined in yellow): Added to violation template. It may include verbiage pertaining to management company or the association’s fining policy.
The Violation Letter Template should include the following information:
Association information/contact methods (as recorded during system setup)
Date
Owner name/address
Inspection verbiage/introduction
Sub-template tag: Pulls in verbiage that was created in the sub-template
Violation fining policy template tag (if applicable)
Closing verbiage
Manager name/information
Images (if applicable); violation picture tag
Creating a Violation Letter Template
Select Tools > Correspondence Template. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
Select Violation from the Template Type dropdown.
Click New.
On the Edit Correspondence Template screen, complete the following information:
Association: Defaults to All Associations. Search for and select the desired association or all associations. Both standard and association-specific letters can be created.
Template Name: Name for the template that should reflect the different levels of violations the associations will use (e.g., Friendly Reminder, Second Notice, etc.).
Template Type
Paper Source: Default to Print and Mail but can be changed to a desired print house option if applicable. If a letterhead has been set up in CINC Accounting, it may also be selected.
Click the Insert Table button on the Template toolbar.
A specific format is required in order to properly maintain the margins of the letter. 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. See Adding Merge Tags.
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:
NOTE: This step 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.
On the Edit Correspondence Template screen, 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 displays on the Edit Correspondence Template screen, merge tags may also be inserted in addition to or in place of text. See Adding Merge Tags.
If using a mobile device, you can take a picture with the mobile device and upload it 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.
Adding Merge Tags
NOTE: CINC suggests using available merge tags to create a global violation template rather than one that is association related.
A list of merge tags is available from within CINC Accounting by selecting Help > Support from the menu bar, entering "Tag” in the Search field, and clicking Search. Click Tags and Tag Descriptions. A list of all available tags and their functionality is displayed. If you are using universal navigation, click Help > Help > Support Assist.
The following additional merge tags are available within the system:
Initial Violation Date: Displays the initial date when the violation first occurred.
Number of Days to Escalation: An escalation schedule can be set if the violation is not addressed upon the first notice.
Violation Certified Mail Number: If the notice is sent via certified mail, the mail number can be included in the letter.
Violation Last Correspondence Date: Displays the date(s) of any previous letters sent, if multiple correspondences are needed.
Homeowner Name and Address: Property address information.
Owner Name and Address: Mailing address information.
Chosen Name and Address: Information for multiple mailing addresses (Offsite, Management, Tenant, etc.) as set up on the Violations Setup screen.
To add merge tags as needed to insert association and homeowner information as it was set up in the system (address, etc.):
Choose a merge tag from the Select Tags dropdown.
Place the cursor where you want tag to be and click Insert.
Inserting a Sub-template
To insert a sub-template into your violation letter:
Typing any part of sub-template's name into the Select Tags field (e.g., Violation Fining Policy Template).
Position the cursor where you want to insert it in the body of the letter and click Insert.