Overdue Water Corporation Bulk Communication

*This solution is for FHL users only*

Chintaro has a customised screen used for importing water corporation data, that allows you to match invoices to Tenancies and send communication in bulk to tenants (SMS and Word Merge).

TABLE OF CONTENTS

• Set up required before using the Water Corporation screen
• Opening the Water Corporation Screen
• Sending an Arrears Notice and Email from the Water Corporation screen
• Sending SMS's from the Water Corporation screen

Set up required before using the Water Corporation screen

Before using the Water Corporation screen, you need to ensure that:

1. You have Word Merge Plus Client folder set up, and

2. You have a Word Merge in your templates folder.

1. Setting up a Word Merge Plus Client Folder

The first thing you will need to do is to select the location that you would like to saved the merged documents.

Any Chintaro System Administrator can set this up by opening Home > System Maintenance > Set Up Word Merges > Preferences > Client Folder

Click the ellipsis button (3 dots highlighted above) and select where you would like to save the merged files (*Note - as Cloud users, you can choose to save the merged files in the Cloud or externally to local drives).

Once selected, exit this screen.

2. You have a Word Merge in your templates folder

The template titled 'Overdue Water Communication' should be in your Data\Templates folder on the Cloud.

Your System Administrator will then need to go to System Maintenance >Reference Tables>Word Merge Water Corporation and link the template to Chintaro by giving it a name in Letter Name and selecting the template name from the Template Name drop down list.

Opening the Water Corporation Screen

From Home, click Finance then open Water Corporation:

When the screen opens, you have the choice to create an Arrears Notice or SMS for the communication. You can choose this later, but if you would prefer to send SMS's first, click the SMS tab. The default is set to Arrears Notice

Sending an Arrears Notice and Email from the Water Corporation screen

For an Arrears Notice, the steps to use this screen are labelled 1-9. 

1. Start by selecting the Water Corporation file to import by clicking the ellipsis button (3 dots) and navigating to the weekly report file:

2. Click Import the File

If a file has been previously imported, you will get a warning message, but you can override this and import the file again if you need to.

When the file has been imported, the contents will show at the bottom of the screen, and each account number will be linked to a Tenancy ID in Chintaro:

If any accounts have not matched, you can manually select the Tenant who the account is for by dropping the Tenancy box down and selecting from the drop down list:

NOTE: After you have imported the file, you cannot leave the screen unless you are finished with the task. When you import the file, it is like a holding screen, and if you exit the screen and do not run a word merge/SMS, any changes you made will be lost.

3. Select which Overdue Water Communication word merge you would like to create (note: there may be more than 1):

4. Select the tenants you wish to include in the communication by individually clicking the Include box on their row, or clicking Select ALL at the top of the screen.

5. The folder that the word merges will export to is shown in section 5. If you would like to change this location for the export of the current word merges, click the ellipsis button (3 dots) and navigate through your folders to find the location you want to save them. If you don't wish to change the location, move to step 6.

6. If you are choosing to create word merges, and would like the letters to be sent straight to the printer, select the Print Letters tick box.

7. If you are choosing to create word merges, and you would like Chintaro to create a client note for each letter that is sent, select the Create Client Note tick box.

8. If you are emailing the communication, enter a Subject Line in the Subject Line field.

9. If you are emailing, enter the text you would like in the body of the email in the Type your email here field.

10. When you are ready, click Email and Create Letter

An email will be sent with a PDF of the letter you chose, along with a PDF of the letter you sent in the Client folder you selected in step 5, a copy will be sent to the printer if you chose this option in step 6 and a note will be added if you chose to include one in step 7. A message will appear when all actions are completed:

Sending SMS's from the Water Corporation screen

If you choose to also send SMS's the steps are simple: after selecting SMS from the options at the top of the screen:

Enter the message you wish to send the tenant(s) in Step 1 Type your message here:

And if you would like Chintaro to create a client note for each SMS that is sent, select the Create Client Note tick box.

Select the tenant(s) you wish to include by ticking Select All or individually ticking the Include box(es) of the people you want to contact (note: if you have previously selected tenants to run the word merge, Chintaro will retain those tenants to include for SMS's also).

Finally, click Send SMS