Creating and Editing Letter Documents

Your storEDGE software provides the ability to create your own documents, letters, notices, and forms, or upload existing documents using the Document Editor. Then, associate the document with a specific action such as move in, move out, transfer, or delinquency. When those actions are completed by you or automatically by the software, the document will be generated with the tenant and unit information and will be available for you to print or email.

Navigate to the Document Editor by clicking the Settings Tab in the lower left of the screen.  Under the Settings section, click Documents and Emails. By default, the Letter Templates screen will appear.

 

Default Templates

On the Letter Templates screen there is a list of default document templates and the option to add a customized document template. storEDGE provides a variety of default letter templates for you to use. If you don't have custom documents you'd like to use, you can use the default document templates as they are or click Copy and Edit to customize default templates to your brand and message. The selected document will open in the Document Editor where you can edit the text, add or remove replacement fields and utilize the formatting tools.

 

Replacement Fields

Replacement fields pull in information from the system and populate the document with specific information. These fields function as markers for information pertinent to the recipient of the document and are automatically replaced with that information at the time of the selected action or event.  For example, a lease document can be added to the move in process. If you place the replacement field of [[unit.name]] in the lease, then the unit number the tenant is moving into will appear in the lease.

Replacement fields are organized into a table on the Document Editor page for your facility documents. This table is divided into several categories. Clicking the expansion arrow beside each category will expand that section and show you all of the available replacement fields in that category.

To place a replacement field in a letter document template:

  • Locate the desired replacement field in the categorized list
  • Place the cursor in the document editing window in the place you wish to add the replacement field
  • Click the replacement field (denoted by a + next to the name of the field, such as + Name)

The replacement field will be automatically formatted and added to the document or email template.

To remove an unwanted replacement field, simply delete it from the text or click Undo at the top of the editing window.

 

Customized Templates

To create a new document in the Document Editor:

  1. Click + Add new template. The Document Editor will open with a new, blank document.
    Note: To avoid starting from scratch, you can even begin with a default template. 
  2. Enter a title for the document in the Description field.
  3. Click Select Action to show a list of available actions and events to which you can attach the document. Click the X next to the action or event to remove the document from it. Note: Not all replacement fields are available for every type of action or event.
  4. Begin typing your letter, notice, form or document into the editor box. Utilize the formatting tools at the top of the editor box to make common styling choices. Add replacement fields to the document as needed.
  5. Preview your document by clicking the Preview tab in the upper right of the editor box. 
  6. Once you are satisfied with your document, click the Save button.
  7. Click the Letter Templates link in the upper left corner to go back to the list of templates.
  8. If necessary, click the On button to activate that document.

Saving a new or copied document as the primary document to a selected action or event will automatically turn it on and turn any document that was previously marked as primary off.

 

 

 

Once you've customized your documents templates, you can also customize the order that your customized templates appear in your software, which will subsequently change the order they appear during move-in. To change the order that templates appear, access your documents settings and select the Set Template Order button in the top right of your screen.

 

You'll notice that arrows appear next to the right of your document names. You can use the arrows to change the order of these documents.

Once your documents are ordered in the way you'd prefer them to be, they'll appear in this order during the documents stage of move-in.

 

 

 

Manipulating Default Templates

The default templates are often sufficient for your needs. However, if you'd like to add information or manipulate them slightly it's simple to make a copy and edit.

  1. Scroll down to the Default Templates section.
  2. Click Copy and Edit next to template you desire to change.
  3. Edit the text, add or remove replacement fields and utilize the formatting tools outlined above.
  4. When finished, click Save and Make Primary in the top right corner.
    Note: Click Save to keep your progress but not yet replace the default template.

 

Uploading Existing Documents

To upload a document to the Document Editor:

  1. Click + Add new template. The Document Editor will open with a new, blank document.
  2. Enter a title for the document in the Description field.
  3. Click Upload File and select your document from your computer. Supported document types are: txt, xml, doc, docx, odt, rtf, html.
  4. Click Select Action to show a list of available actions and events to which you can attach the document. Click the X next to the action or event to remove the document from it. Note: Not all replacement fields are available for every type of action or event.
  5. Make any necessary edits to your document in the editor box. Add replacement fields to the document as needed.
  6. Preview your document by clicking the Preview tab in the upper right of the editor box. 
  7. Once you are satisfied with your document, click the Save button.
  8. Click the Letter Templates link in the upper left corner to go back to the list of templates.
  9. If necessary, click the On button to activate that document.

Saving a new or copied document as the primary document to a selected action or event will automatically turn it on and turn any document that was previously marked as primary off.

Creating Beautiful Documents

It is strongly recommended that you utilize the FREE word processing program, LibreOffice, to create your custom letter document template prior to uploading it to the Document Editor. You can download LibreOffice here.

In LibreOffice, utilize these advanced styling tools to make your letter document template beautiful.

Format > Page to adjust the paper size of your document including formatting the page for legal size paper (8.5" x 14") and receipt paper (3.125" width).

Format > Page to adjust the left, right, top and bottom margins of your document.

Table > Insert Table to align replacement fields.

Format > Bullets and Numbering to create ordered lists.

Insert > Manual Break > Page to add page breaks for multipage documents.

Insert > Shapes > Line to add lines.

Insert > Image to add a logo or image. 

When you have finished creating your document, save the file as a .ODT file in LibreOffice, then upload it to the Document Editor. Add replacement fields as necessary and Save your customized letter document template.

 

Troubleshooting

  • For the best results with the Document Editor, use the Google Chrome internet browser.
  • For the best results with the Document Editor, use a Windows computer.
  • Preview view is not supported for Internet Explorer users. Instead, clicking the Preview tab will download a PDF document.
  • If your document fails to load in the Preview tab while using Google Chrome, it is due to a problem with a replacement field. The most common problem is the brackets [[ ]] surrounding the replacement field are missing. Make sure that there are two brackets before and after the text.
  • Only four actions or events may have more than one document associated with them. They are: Move Ins, Move Outs, Transfers and Delinquency. All of the other actions or events may only have one document associated with them.
  • Avoid using tabs or spaces to align text. Use tables instead.

 

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