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User Guide - Violation Letter Templates

This User Guide will review how to create, edit, and link violation letter templates in Smartwebs

Navigation

Click on Violations -> More -> Violation Options -> Letters


Step 1 - Creating a Letter Template

 

To begin the process Select either "Copy Letter Template" or "Create New Template"

  • NOTE: We suggest copying from existing templates for any client who is new to template creation within Smartwebs

 

Step 2 - Creating a Letter Template

Select the letter template you want to copy from the "Select a Template" dropdown. 

You can only select templates that pre-exist within your management.

 

Step 3 - Editing a Letter Template

Next, modify the name of the template (Name and Display Name fields) so that you can easily identify it

  • If this is association-specific, we recommend putting the association name somewhere in the display name.

 

Step 4 - Editing a Letter Template

You can now update the content of the letter as desired.

  • NOTE: Be aware that expanding the margins of the letter templates beyond the standard will cause it to run off of the page, or will cause the entire letter to appear smaller when printed. 
  • We suggest not adjusting the edge borders of any containing boxes inserted into the template.

 

Merge Fields

One key feature of our letter template is the "Merge Fields" or "Dynamic Fields" that allow the system to automatically pull information from different parts of the site into the letter template.

These are most commonly used to pull homeowner information, the address/name/phone/etc, or to insert current dates or photos to the letter the homeowner will receive.

  • NOTE: The “I” in the circle allows you to see more details about a specific merge field. Some merge fields can only be used in specific modules, and some violation merge fields cannot be used in Multi-Violation letters, so be aware of what you are inserting into the letter.

 

Step 5 - Save the Letter Template

After completing your letter template, be sure to save it.

 

Step 6 - Linking the Template

In order to use a letter template, it must be assigned to a Policy Stage, so that when a user selects a stage for a violation, it will pull that template to use.

  1. Go to Violations > More > Policies
  2. In the policies, select "Update" or "Copy" to unlock the row and allow edits to be made.
  3. Select the letter template you created from the dropdown on the far right of the grid, and then select Save on the far left