Printing and Publishing Postings Using the Publish Option

Certain Managing agents have the option to 'Publish' a posting.

Some buildings have written in the lease “Demands must be sent on paper by post” and where this becomes an issue then the Building can be switched to Paper by changing a privilege at building level.

*You will need to submit a request to Dwellant’s customer service team to turn this on for you - customerservice@dwellant.com

To publish a posting:-

- Jump to building and press the cog symbol on the posting under Content > All postings > relevant posting, as shown below-

- Press Publish, which will open the publish screen as shown below -

Set the Document Type

The recipient list will be blank until you select a document type. In most cases, you will be using General Correspondence:

Users and Preferences

Once you have set the document type, you will see your recipients loaded on the right-hand side, along with their communication preference (email or post) and how many hard copy letters are going to be generated.

In this example, 0 hard copies have been generated as all 5 users have requested general correspondence by email, rather than post, therefore no further action is required, and the publish window can be closed:

If any of your customers have opted for postal correspondence, they will have a letter icon and you will see how many hard copy letters the publish option will produce:

Printing

If all of your printing and posting is handled by a 3^rd party print service such as DMS (Digital Mail Solutions) you will see the following features;

You can choose between 2 print options, Informal and Formal:

Informal – Generates a request with an attachments tab where you can print off the hard  copy letters at your local office. Use this option if you want to hand deliver letters or if you need to put physical enclosures in the letter, such as parking permits and keys.

Formal – Sends the letters to 3^rd party print & post service to be printed. This means you want to send your letters to them for print on your behalf. When selecting the Formal option, the print settings will open allowing you to select 1^st or 2^nd class:

Note – Accounts in Breach will automatically be excluded from getting a letter. You will see a red hand on a user if their account is in Breach, as shown in the bottom-left in above picture.

Preview & Publish

When you are ready to generate your letters, preview the letter first to check everything is OK:

If the letter looks correct, press Publish to create the letters:

Don’t forget to check Print Provider to make sure you have a green tick, which means your letters

have been successful:

- Green – No Further Action Required

- Orange – Check and release if applicable. Usually happens with international addresses.

- Red – Has failed and will not be sent. Check why it has failed and acknowledge failure. You will then need to re-do this posting. Most common reason for a letter failing is due to attachments not being correct size / A4. Remember – Rules for Latchams still apply! Attachments must be in PDF and A4!

Other Publish Options:

• Publish on Behalf of
• Force Hard Copy
• Print Attachments
  
  

Publish on Behalf of:

If you want to Publish the letter on behalf of a colleague, simply type their name in the box and

then the letters will have that person’s credentials on:

Leave the box blank if you want the letter to have your email, name, job title and signature on!

Force Hard Copy:

Whilst you should always honour customers' communication preferences, you do have the option to force a hard copy letter to some or all customers.

If you want to force hard copy letters, tick the box, and select some or all users that you want to send a letter to:

Please use with caution! Forcing hard copy letters will increase your client’s postage costs!

Print Attachments:

If you have added attachments to your posting, this will not be printed automatically.

If you want to print attachments when you publish, you must tick ‘print posting attachments’:

Note:- if the attachment that has been added to the posting is not a PDF, you will see this warning and you will not be able to tick the print attachments box. The attachment will need to be amended on the posting before you are able to proceed:

Searching for Specific Users or Units on Publish:

If you want to publish a piece of correspondence to a specific customer, you can search by name or unit:

Start typing the name or unit into the search box and the list of recipients will filter:

You can then decide whether to send a hard copy letter or email to the specific user.

Customer Types - Important

The customer types in the Publish screen will be determined by the organisation recipients that you selected when adding the posting:

You can amend Customer Types and Blocks, which determines who will receive a letter:

• Owners – This is for all owners of the building, whether they live at the building or not.
• Tenants – This is for registered sub-tenants only.
• Residents – This is for registered Residents. Can be an owner occupier or sub-tenant.
• Landlords – This is for owners who do not live at the building and sub-let their unit.
• Directors – This is for Directors only.
• Suspected Sub Tenants – Where we have an owner with an alternative billing address, we presume the owner is sub-letting their unit, therefore selecting this option generates a letter addressed to ‘The Resident’ at the unit address.
• All Units / Residents – This generates a letter for all units and will address the letter to the owner occupier or The Resident at the unit address.

If you want to publish a posting to everyone living in the building, select Residents and Suspected Sub-Tenants as the customer types:

Every time you select a block, a customer type, or a combination of the two, the right-hand side of the publish screen will update to show you who, and how, someone will receive the correspondence:

• If you change the block or customer type, the recipient list will update automatically to reflect the changes, giving you visibility over what you are sending and to whom.
• It is always important to check the recipient list, before you press PUBLISH, to ensure you have selected the correct customers!