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User Guide - New Violation Letter Template

This guide will review how to create a new letter template in the Violations module

Step 1

This article explains how to create a Violation Letter Template in Smartwebs by copying an existing template, renaming it, and customizing its content with merge fields. To access Violation Letter Templates, navigate to: Violations Module > More > Violation Options > Letters

  • NOTE: If you cannot see any of these sections, then your role does not allow you to view them, and you will need to reach out to your management/association Global Admin for assistance.

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Step 2 - Copy letter Template

Click on the "Copy Letter Template" button.

  • Smartwebs recommends copying a letter over creating a new one, however, that option is available to users

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Step 3 - Select a template

Select a Template from the dropdown to copy from, you can only copy letters from within your management.

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Step 4

Click the "Copy Template" button at the bottom to confirm

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Step 5

In the new window, update the Display Name and/or Name fields to something unique so you can easily distinguish this template from others in your management company.

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Step 6

Edit the Letter to your liking.

  • There are basic text tools, such as Heading, Font, Tables, etc.
  • The wording of the letter is the same for all homeowners.
  • Adjusting the margins is not reccomended as it can lead to formatting issues
  • Add merge fields for any sections of the letter that are unique to each homeowner (e.g., name, address, violation description).
    • *Merge-fields pull information from the system to automatically fill out the letter. 
  • Click Save.

    Note: Once saved, the new template will be available for selection when sending violation letters from the Violations Module.

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