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Lease Mail Merge (Reports)

Creating a Lease Mail Merge for Multiple Tenants at a Time

Propertyware offers you the flexibility of generating a mail merge for multiple mail merge recipients at a time directly from the Reports Tab. Use the Lease Mail Merge tool to filter a group of tenants, and mass produce tenant statements, late rent notices, or any other mail merge document.

Note:

As an alternative to generating a mail merge for multiple tenants at a time from the Reports Tab, users may generate a mail merge for one tenant at a time from the Leases Tab of the application.

To generate a Lease Mail Merge for multiple tenants:

Click on the Reports Tab from any page of the application.
From the Statements menu located on the left hand side of the page, click on the Letters and Statements link.
Select Lease Mail Merge from the sub-menu that opens to the right of the Letters and Statements link.
The page will then refresh to display Propertyware's Lease Mail Merge, illustrated below:
Use the displayed calendar icons to select the following Statement Dates:

Statement Date - The date as set by user when running the mail merge. This date may be set to the present date or any past or future date.
Due Date - The date set by user when running the mail merge. This field is available as a merge field in any Lease Mail Merge Template.
Statement Period Start Date - The start date parameter used to determine which transactions appear on your mail merged statement. Transactions that occurred before this start date will not display on your mail merged statement.
Statement Period End Date - The end date parameter used to determine which transactions appear on your mail merged statement. Transactions that occurred, or will occur, after this end date will not display on your mail merged statement. Together, the Period Start and End Dates determine which transactions appear upon mail merge.

Use the Advanced Filters to narrow the scope of the mail merge by specific formulaic criteria. These Advanced Filters refine the Property Filters set below:

Add Filter - Click the Add Filter button to add any number of Advanced Filters. Each filter requires a Field, an Operator and Value.
Example - An example of a commonly used filter is the following: Balance (Field) greater than (Operator) $50 (Value), which will refine the leases included within your mail merge by those tenants with a balance greater than $50.

Use the Property Filter to categorically select the leases to be included within the mail merge. Simply select the Portfolios OR Buildings associated with the leases you wish to include in the mail merge.

Saved Views - As an alternative to manually selecting Portfolios or Building combinations within the Property Filter, you may elect to use a preset Saved View.

Once your Statement Dates, Advanced Filters and Property Filter are set, click the Next button. The page will then refresh to display the tenants who meet your filtered criteria and a menu of lease mail merge templates.
From the Select Template scrollbar menu, select the lease mail merge template of your choice. For a description of each template, simply click on the template names displayed within the scrollbar menu. You may also click on the Preview link from the preview pane to the right of the scrollbar to preview the template.
From the Select Recipients menu:

Check/Uncheck Recipients - This menu displays the tenants who meet your filtered criteria. By defaut, each such tenant is selected as an intended mail merge recipient. At your option, you may remove a tenant as a mail merge recipient, yet by doing so you are effectively removing the tenant's lease from the mail merge.
Add/Remove Columns - If you need to see more information to help you better assess which tenants to include as mail merge recipients, click the Add/Remove Columns button.

Once your Tenant Recipients and Lease Template are selected, click one of the following buttons:

View Selected - This option will generate a single Adobe Acrobat PDF document with all merge documents included. Use this option to print all documents at one time by clicking the Print icon from your toolbar, or save the pdf to your desktop for reference by selecting the Save As option from the File menu on your browser.
Attach Selected - This option will attach a single merged pdf document to each of the selected leases for historical reference. The merged document may be viewed or printed from the Documents section when viewing the lease.
Done - Click this button when you are finished with the mail merge process.

Alternatively, you may view or attach the mail merge document for any single recipient by clicking the View or Attach button from the Action column within the Select Recipients table.