Tenancy - Letters (Word Merge)

Chintaro's Word Merge function enables you to create both individual and bulk letters and documents from various screens. Word Merges are documents that are created from within Chintaro. They are based on a Microsoft Word Template that links to a text file with fields from Chintaro.  

This solution covers: 

• Creating a letter for an individual tenancy
• Creating tenancy letters in bulk
• Creating arrears letters in bulk
• Setting up new word merge templates
• Setting up a mailing list to send correspondence to next of kin's

Creating a letter for an individual tenancy

To create an individual word merge for a tenant, click Word Merge on the tenancy screen and the Word Merge pop up appears:

Begin by selecting the type of template you would like to create (Tenancy or Arrears):

Select the template you would like to use from the list of available templates on the left hand side, and select the Print Letter tick box if you want to send the document straight to the printer.

Untick Create Client Note if you do not need to record that the document was created for the Client.

If you are using Word Merge Plus, select the File type as PDF, Word Document or Open for Editing. If you are not using Word Merge Plus, Chintaro will create a word document open for editing for you. Click here for more information on Word Merge Plus.  

Click Word Merge and the document will be created:

If you had the Create Client Note box ticked, a Client Note will be created with the contents of the letter. Click Exit

Creating tenancy letters in bulk

The Tenancy Letters screen enables you to create word merges or letters to multiple tenants in bulk.

From the Home Screen, click Tenancies, then click Tenancy Letters:

Select the Word Template: Drop the list of available templates down and select the appropriate option. 

Select to Create a Client Note: If the Create Client Note box is ticked, a Client Note will be created for all Tenants that you create the Word Merge for. The Note will display the type of letter that was sent in the Note Title, and will have ‘Added From Word Merge’ in the Note details.

Sort or Filter the screen: Use the sorting or filtering techniques to filter the columns on the screen to display Tenants you want to send the Word Merges to (EG Tenancy Status, Rent Calculated To Date, Rent Review Date, etc.). Click Select All to select all Tenants, and Show All to go back to the default view.
 
Click Word Merge and Microsoft Word will open with the letter/s of the Included Tenants, populated with the information from Chintaro:

Client Notes will be created for each Tenant in the Include column, if you had the Create Client Note box ticked.

Creating arrears letters in bulk

Arrears letters can be created in bulk from the Arrears Management screen. 

Setting up new word merge templates

Click the following Solution to see how to Set Up Word Merges.

Setting up a mailing list to send correspondence to next of kin's

From time to time you may be required to send multiple copies of a letter relating to a tenancy to the tenant, their financial guardian and the next of kin. e.g. Tenant, Parents and/or a Public Trustee. 

Step 1.  Set up the correspondence addresses from the client screen.

Add the tenant's postal address to the client screen so that all correspondence intended for the tenant, will go to this address. 

From the Next of Kin button on the Client Screen, enter the Financial guardian and next of kin details.  

Ensure to keep consistency between each client i.e. Next of Kin 1 is always the financial guardian and Next of Kin 2 is always the next of kin. This will enable you to select all financial guardians in one 'mailing list' or vice versa.

Note: If the relationship that you are after is not in the drop-down list 'Relationship to Tenant' you can add these from Home > System Maintenance > Reference Tables > Relationship.

Step 2. Sending correspondence

Now that the addresses and Next of Kin 'mailing lists' have been set up, you can send letters to each list.

Go to Home > Tenancies  > Tenancy Letters. In this screen, you will see the fields that you have added in Next of Kin Relationship. 

I.e. If you wish to send a letter to the Next of Kin 1 (Financial Guardian only) you can filter to only include those Tenants with a Next of Kin 1 and set up your word merge to send to the Next of Kin 1 as the recipient.