Letter Type

From the drop-down list, select the letter type for which you want to add, view, edit, or delete a form letter. The existing form letters for the letter type, if any, appear in the grid.

Letter Name

The name for the form letter. Click to view or edit the letter on the Form Letter Tab.

Template

The selected data template for the letter.

Properties

The field either lists Restricted or Allow All based on the property restriction set up for the form letter.  

Delete

Click the Deleteicon to delete the form letter.

Add Letter

Click to add a new form letter on the Form Letter Tab.

Prerequisite

Before adding a form letter, confirm that you have a supported version of Microsoft Word installed on the same system as eSite.

This tab appears when you click Add Letter or select a letter from the Form Letters grid. Use this tab to manage form letters for residents and corporate clients.

Note

During this process, the user sees various additional messages to download the template and create the letter. When a new letter is created, there is informational text in the letter that the user deletes after following the next steps to access the merge fields. The messages the user sees depends on the browser used.

Letter Name

The name of the form letter document being created or uploaded.

Upload

Click to upload an existing form letter file. Click Browse to navigate to the location where the form letter was saved. Select the file and click Upload Now.

Select Existing

Click to select an existing form letter form a list. In the window that appears, use the buttons to view Unassigned or Assigned form letters.

Restrict to

If you want to restrict the form letter to a property or properties, in the Restrict To field, highlight the properties the Form Letter should be available for. Otherwise, leave all un-highlighted to be available for all properties.

Note

Restricted letters, invoices, and statements are available to be printed for the selected properties only. When multiple properties are selected, only letters that are allowed for all of the selected properties are available to be printed. Unrestricted letters can always be printed for all properties.

Prerequisite

Before adding a form letter, confirm that you have a supported version of Microsoft Word installed on the same system as eSite.

1. From the eSite menu, select Setup—Letters—Form Letter.
2. From the Letter Type drop-down list, select a letter type. The system opens a Mail Merge Word document that contains all the fields in the data template file for you to use in creating the form letter.
3. Click Add Letter to add a new Form Letter for the selected Letter Type.
4. From the Data Template drop-down list, select the Data Template file to use that holds the merge fields you want available for this letter.
5. Click Create New Letter. Based on the type of letters you are running and the browser you are using, Microsoft Word may open with the Merge Fields available to be inserted into the Form Letter. Or you may see various messages that step you through the process to download the template and create the letter. When a new letter is created, there is informational text in the letter that the user deletes after they follow those next steps to access the merge fields. The messages you see depend on the browser used.
6. Use Word to create and save the letter.  Note the location and close Word.
7. On the Form Letter tab, click Upload. Click Browse to navigate to the location where the form letter was saved. Select the file and click Upload Now.
8. If this form letter should be restricted to a property or properties, in the Restrict To field, highlight the properties the Form Letter should be available for. Otherwise, leave all un-highlighted to be available for all properties.
9. Click Save.

1. From the eSite menu, select Setup—Letters—Form Letter.
2. From the Letter Type drop-down list, select a letter type. The system opens a Mail Merge Word document that contains all the fields in the data template file for you to use in creating the form letter.
3. From the Form Letters Grid, select the form letter you want to edit.
4. From the Data Template drop-down list, select the Data Template file to use that holds the merge fields you want available for this letter.
5. From the Form Letter Tab, click Download. Microsoft Word opens with the Merge Fields available to be inserted into the Form Letter.
6. Use Word to modify and save the letter.  Note the location and close Word.
7. On the Form Letter tab, click Upload. Click Browse to navigate to the location where the form letter was saved. Select the file and click Upload Now.
8. Click Save.