Ad hoc Documents

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:

Generate an ad hoc document

There are two different ways to generate an ad hoc document, and the method you will use depends on whether you are sending a document to a single tenant or to all tenants. You must have permissions set in your software in order to send ad hoc documents. To gain permission, contact your administrator. You can learn about how to give a user permission later in this article. 

Send an ad hoc document to a single tenant

 

Sending an ad hoc document to a single tenant is simple. First, access the tenant file 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. 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.

Send an ad hoc document to multiple tenants

 

To send a document to multiple tenants at once, access your Communications tab and select the Forms tab. 

 You'll see the documents that are eligible to be sent on this screen. You can filter these documents by type and select ad hoc to show only documents that can be sent this way. Select the ad hoc document you want to send, and click Send to tenants.

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. Additionally, you can select to either print your documents or send them through our Mail House service. The option to send through Mail House will only appear if you have the feature turned on your facility. When you've selected the tenants to which you'd like to send your document, click Send Document.

A notification will appear letting you know that your documents are ready, and you'll have the opportunity to view and print your documents.

Note: If you've chosen to send a print document, you'll need to print your documents and send them. If you've chosen Mail House, your documents will be generated and sent for you instantly.

Clicking View Batch will show you a list of tenants for which your ad hoc document has been prepared. You can view and print their documents one by one if you choose, but to print them all at once, select View PDF. From here, you will see all of your ad hoc documents in one PDF that you can print at once.

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. If you are adding ad hoc editing ability to a 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.

Create an 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:

  1. Name your document next to Description.
  2. Choose Ad hoc (no action) under Select Action
  3. 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.

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