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Haile Elizondo

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Currently the Doorways app allows for two different types of bulk actions. The first is bulk letters. With bulk letters you can select a template to send to all the members of a group. The second option is to post a bulk transaction. The transaction will be posted to all households that are members of the group, and have an account selected. If no account has been selected, then the member will be excluded for that specific action.

Step-by-Step Guide to Creating a Bulk Letter

  • Click on "Groups" in the header navigational bar.
  • Select the group you wish to generate a letter for. (If you have not created a group yet, see Guide to Creating Groups).
  • From the Group Overview page, click the action select dropdown.
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  • Click "Letter from Template.
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  • The bulk letter wizard will then run.
  • Step one, find the appropriate letter from the list of templates, and then click the "Choose" button to the right of the template.
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  • From here, you can choose to edit the template.
    1. Click inside the text box to edit the letter. The text editor allow you to change the text within the template, and edit/remove/add any merge fields.
    2. The merge field legend offers a list of merge codes and their correlating meanings. Each merge field will be automatically filled for each individual household within the group.
    3. Merge field that require Manual Inputs appear with the following formats:
      {{[recrt_apt_date: Example Merge Field]}}
    4. Clicking this button returns you to the first step of the letter wizard, the template list. From there you can select a new letter template.
    5. Click this button to preview the bulk letters, and move on the the next step of the bulk letter wizard. It may take a few moments for the preview to generate.
  • Step three is to enter in any manual information for the recipients of the letter. The templates that offer this feature as of now are Recertification Notice, Balance Due 30 Days, Balance Due 60 Days, Balance Due 90 Days, and Late Fee's. For each household a blank input field will appear prompting to enter the Appointment Date and the Appointment Time.
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  • Step four (if no input fields this becomes step three) allows the user to view the examples of each individual bulk letter that will be printed. When finished, click "Edit Letter" to return to the editor, or "Generate Letter" to move on the the last step of the bulk letter wizard.
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    1. Edit Template Button: Returns to the previous step of the bulk letter wizard. 
    2. Generate Letters: Move to the next step of the bulk letter wizard.
  • After selecting "Generate Letter" a new tab will open. Within this tab is a pdf document of all the letters for each individual in the group. Download or print the pdf document.
  • Returning to the Doorways tab in your browser, a success message should appear. 
    • Success! Click "OK" and you're all done. Each individuals Letter History will reflect the new letter created from the bulk action.
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    Posting a bulk transaction with the same amount allows you to post the same transaction for all members of a group at one time. All members of the group will have the same description attached and you can print invoices as well. 

    Step-by-Step Guide to Performing a Bulk Transaction

    Click on "Groups"

    - Same Amount

    1. Click on Groups in the header navigational bar

    .

    at the top of the screen 

    2. Select the group you wish to generate a letter for.

    (

    Note: If you have not created a group yet, see the Guide to Creating Groups

    )

    . 

    3. From the Groups Overview page, click the action

    select

    selection dropdown.

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    4. Click

    "The bulk

    One Time Accounting Transaction

    ".
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    5. A popup will appear prompting you to choose same amount or different amounts. Here, we are choosing same amount. 

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    6. The bulk same amount transaction wizard will run.

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    A. Transaction Type: Select between a credit, charge, or adjustment transaction.

    B. Posted On Date: Enter or select a posted on date for the transaction.

    C. Amount Field: enter an amount for the transaction. This amount will be the same for all individuals in the group.

    D. Description Field: Enter a description for the transaction. This will apply to the transaction posted on all the groups individuals tenant ledger.

    E. Account Options: Listed in this area of the transaction wizard will be a name belonging to the chart of accounts for each type in the group. some groups may have more than one type of chart of account associated with its members. In this dropdown you will select the type of credit/charge/adjustment. For example: Insurance Charge, Admin Fee, Rent Charge, etc.

    F. Cancel Button: Clicking this button returns the user to the groups list.

    G. Submit Transaction: Clicking this button submits the transaction, and a transaction will be posted to each member account.

    7. Success! The transaction has posted and you will be able to see the transactions in each group members tenant ledger, and a change in their account balance.


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