Documents and Emails

Your storEDGE software offers several default templates for printed documents and emailed messages used during events such as move-ins, move-outs, and delinquency. Additionally you have the option to upload custom documents through the Document Editor. Customized Past Due Notices, Lien Notices, Invoices, Receipts and other forms can be easily uploaded to the system to provide branded and unique communication to your tenants.

Note: For the best results, use the Google Chrome internet browser when working in the Document Editor.

To access the Documents and Emails section:

  • Click the Settings Tab in the lower left of the screen.
  • Under the Settings section, click Documents and Emails. The Letter Documents/Templates screen will appear.

In the upper left of this screen you will see up to four tabs.

*The Postcard tab is only available for facilities utilizing the mail house add-on. 

 

Letter Documents/Templates

All of the letter documents currently available to your facility are organized into two tables labeled Customized Templates and Default Templates.

These tables are divided into five shared columns: Active, Description, Display, Last Updated, and Updated By.

  • Active: This column contains the On/Off button, displaying whether or not the document is currently available for the selected action. If the document is available, the On button will be green. Click Off to make the document unavailable for the selected action.
  • Description: This column contains a the title of the document that you will add when creating a new document or editing an existing document (for example, Lease Agreement or Move-Out Confirmation).
  • Display: This column displays the selected action that the document is assigned to, such as Move In, Delinquency, or Partial Payment.
  • Last Updated: This column displays the date that the document was last edited.
  • Updated By: This column displays the user name for the person who last edited the document.

Clicking the headings with blue text will sort the list of documents by the selected heading. For example, clicking Description will sort the documents alphabetically by description.

The final column of the Customized Templates table contains three buttons: View, Edit, and Delete:

  • Clicking View will open a pdf version of the selected document in a new browser window.
  • Clicking Edit will open the selected document in the Document Editor.
  • Clicking Delete will open a popup window asking you to confirm the deletion.

The final column of the Default Templates table contains two buttons: View and Copy and Edit:

  • Clicking View will open a pdf version of the selected document in a new browser window.
  • Clicking Copy and Edit will create a copy of the document and open that copy in the Document Editor.

Clicking + Add new template below the Customized Templates table will open a blank document in the Document Editor allowing you to create a new document or upload a custom document.

Clicking the Set Template Order button in the upper right will bring up a screen that will allow you to set the order documents display during an action. For example, if you have 3 move in documents such as a Lease, an Insurance Application and a Welcome letter, click the Set Template Order button to determine which document is displayed first, second and third to tenants during the move in process.

For step-by-step instructions on using the Document Editor to create beautiful print templates and to upload your own templates, see our Creating and Editing Letter Documents help article

 

Postcard Templates

The Postcard tab is only available for facilities utilizing the mail house add-on. In order to keep costs down, postcard templates can be used to send brief notices and abbreviated invoices to tenants.

Clicking the Postcard tab in the upper left of the screen will open the Postcard Templates screen. This screen looks and functions in much the same way as the Letter Templates screen. Here you can view the default postcard templates or create your own customized postcard template used by the software when you use the mail house to mail notices to your tenants. 

Click the Copy and Edit button in the Default Templates table to open a editable document in the Document Editor to customize the postcard template. All postcards are in bifold format and there are 4 components to the bifold postcard template: Reply Back, Outgoing Front, Reply Front and Outgoing Back. These 4 components are required for each postcard. Due to the size restrictions of a postcard, limited formatting is allowed on each page and there are several sections that cannot be edited per the requirements of the mail house.

 

Email Templates

Clicking the Email tab in the upper left of the screen will open the Email Templates screen. This screen looks and functions in much the same way as the Letter Templates screen. Here you can view the default email templates used by the software when you email your tenants or create your own customized email template. 

Clicking + Add new template below the Customized Templates table will open a blank document in the Document Editor allowing you to create a new email template.

The email template is the text of the email message. Here you will enter your email subject line, choose your email layout and write the body of your email message. The text you write in the large text box (the editor) in the Email Templates screen is the body of your email message. It will be positioned in the email message where you have the [[layout.body]] replacement field in the email layout template.

For step-by-step instructions on using the Document Editor to create your own email templates, see our Creating and Editing Email Templates help article

 

Email Layouts

Clicking the Email Layouts tab in the upper left of the screen will open the Email Layouts screen. This screen looks and functions in much the same way as the Letter Templates and Email Templates screens. Here you can view the default email layout used by the software when you email your tenants or create your own customized email layout. 

Clicking + Add new template below the Customized Templates table will open a blank document in the Document Editor allowing you to create a new email layout.

The email layout is the design of the email message. Here you can add your brand logo, colors and standard email messaging. For example, to always include your facility name, address and phone number at the bottom of every email message to tenants, set that up here by entering that information below the [[layout.body]] replacement field.

 

Once you've created your email template and layout, click View on the template in the Email tab to view your final product.

When the email message is triggered to be sent, the software will fill in the individual tenant information in the replacements fields providing your tenants with a personalized message.

For step-by-step instructions on using the Document Editor to create your own email layouts, see our Creating and Editing Email Layouts help article.

 

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