Your software gives you the ability to create document templates for a variety of purposes. One of these document types is an ad hoc document. An ad hoc document is a document that requires no action on the part of your tenants, and is not triggered by any action in your software. Your ad hoc documents are used only when you feel the need to communicate something with your tenants. For example, you could use an ad hoc document to inform your tenants you'll be closed for the holidays or will be getting new doors. This article will instruct you how to:
- Create an ad hoc template
- Generate a single ad hoc document
- Generate a batch of ad hoc documents
- Send a batch of ad hoc documents through Mail House
- Give users permission to manage ad hoc documents
Create and ad hoc template
There are a variety of purposes for which you might want to create a document that is not already built in your software. For an example, this article will show you how to create a document informing your tenants of a date your facility will be closed. To create an ad hoc document, access Documents and Emails on your facility's Settings tab.
You'll see a list of documents that your facility already uses under Customized Templates. To create your new document as a letter, select Add new template.
The next screen will display options for naming and classifying your template and an editor for creating your template.
To get started:
- Name your document next to Description.
- Choose Ad hoc (no action) under Select Action.
- Began editing your document in the editor. Note that you have a choice of a variety of replacements. Adding replacements is a convenient way to pull personalized data into your template for your tenant. When your document is generated, the tenant or unit information will automatically be generated in place of the replacements that you use.
Once your document is edited to your liking, select Save in the top right corner. You can now choose to distribute your document as your facility chooses.
Generate a single ad hoc document
Sending an ad hoc document to a single tenant is simple. First, access the tenant page for the tenant to whom you'd like to send the document. Select the Send Document button at the top of the tenant file.
A list of ad hoc documents that are turned on and eligible to be sent to the tenant will appear. You'll also have the option to either print your document to send yourself or choose Mail House. The Mail House option will only appear if you have this feature turned on for your facility. Next, select the document you'd like to send, and select Send.
Note: Only ad hoc letters will appear in this list.
Once you've selected Send, you'll receive a confirmation that your document has been generated.
To view your document and print it, select Click here.
You can now print your document to send to your tenant.
Generate a batch of ad hoc documents
To send a document to multiple tenants at once, access your Communication tab and select the Print Batches tab.
You'll see the documents that are eligible to be sent on the next screen. Any ad hoc document that is turned on in your Documents and Emails settings will be populated on the next screen. Select the document you'd like to send and click Send on the far right.
The next screen will allow you to select which tenants will receive your document. You can select your tenants one by one, or select all of them by clicking the box next to Tenant at the top. This will select all tenants on the page. A notification will appear if you have more tenants that appear on the page asking you if you want to select all tenants. When you've selected the tenants to which you'd like to send your document, click Send # Letters.
You'll be asked to confirm that you'd like your documents generated. After confirming, click back into the main screen of the Print Batches tab, find the batch you generated, and click View PDF to print them off. From here, you will see all of your ad hoc documents in one PDF that you can print at once. To view which tenants will receive your letter, click the linked batch number.
Send a batch of ad hoc documents through Mail House
You can generate and send a batch of ad hoc documents to several tenants at once from the Communication tab. Just access the Mail House tab and click Mail a batch.
From the next page, the steps are the same as if you were preparing a batch of documents to print. Just click Send next to the document you’d like to send, select the tenants you’d like to receive the document, and then click Send # letters.
Give users permission to manage ad hoc documents
In order to create ad hoc templates in your software, a user's role must be defined to have permission to do so. To give a user permission to create and edit ad hoc documents, access your Corporate Settings, then select Roles.
On the next screen, select the user role to which you'd like to extend ad hoc editing capabilities, or create a new role. Select Edit next to the role you'd like to adjust.
You have several options that pertain to ad hoc documents in your Per-facility permissions:
- Send Ad Hoc documents to multiple tenants: This allows a user to send ad hoc documents to more than one tenant at a time.
- Send Ad Hoc documents to single tenants: This allows a user to send an ad hoc document to a single tenant at a time.
On the same page, under the Settings section, select Edit/Create document templates.
Your choices will expand. Select Manage ad hoc document templates to allow the user to make changes to ad hoc documents. You can learn more about defining roles by reading about User Management and Access on our help site.