Merge Letters

The instructions in this article relate to Merge Letters. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

A letter can be created within StrataMax using Microsoft Word, which enables the data stored and maintained within StrataMax to generate letters, using merge fields to distribute to owners, office bearers, and creditors to create a generic letter containing a building's data. This is also available from Sub-Groups and will use other debtors.

Once created, all merge documents will run directly in StrataMax without using Microsoft Word, allowing for efficiency in processes for single or multiple buildings.

Merge letters can include additional reports ranging from building and financial reports to further lot-specific reports. If these are frequently used, you can save the set to reuse where applicable.

Merge fields can be inserted from their respective categories and, once added from the Merge Field Editor, can be inserted into the Merge Letter. Renaming the merge fields is also a tool that can create a meaningful description and assist with the creation process.

Merge Letters Features

• Automatically print an owner welcome pack, including the StrataMax Introduction Letter (StrataMax ID and password) for new and existing owners.
• Tag documents to be building-specific and review lists for the current building only or a global list of documents.
• Merge documents for single or multiple buildings using each contact’s preference.
• Merge and edit a document for specific scenarios before distributing the information. 
• Merge multiple documents and reports from StrataMax to create a Report Set.
• Send merge documents that can be easily filtered to include or exclude committee members.
• Charging for pages printed or emails sent, including attachments, based on the Disbursements setup.
• Ability to automatically store documents and reports to DocMax, linking to specific lot accounts where applicable.
• Multiple filters to assist with owner occupied, VIC Account Groups (Multi OC), intro letters not sent.
• Merge Letters are available to be used in a Sub-Group.

Settings

Building
This building selector tool can tag multiple buildings and apply standard building filters—for example, by Account Manager or Financial End Month. Remember to clear any building filters that may have been applied after to ensure the next process runs with all buildings as required.

Report Set
Selecting from a pre-configured report set that includes merge letters, attachments, and reports is what this option is designed for. The save and delete icons next to the drop-down selection for the report set will control what action is taken for the selected report set.

Page Numbers
Configuring this setting will include page numbers with a paragraph center position on the merge letter and all attachments.

Consolidate by Contact
This option will consolidate the merge letter and any attachments into one pack for distribution. With this configuration selected, any contact that owns multiple lots will deliver one instance, including all documentation batched into report order. For multiple buildings, this contact will receive one for each.

+Report
Selecting this button will provide access to various building (building icon), owner (person icon) and global (globe icon) reports that can be added to a report set.

Attachment
This will open an Add Document window from DocMax allowing the user to navigate to the attachment, which may be saved in DocMax or added from a folder location.

Post
For all post copies, this will control the printer, including any BING printers. Configuring a different address priority can also be set here; the default is correspondence.

To print to Bing ensure the printer is set to Bing Easy Post API and the option Use Bing for Print is ticked.

Email
The email subject and body can be configured here for all email copies, including email merge fields

Using BING for email is also set here and is available using the BING API (charges may apply - contact Bing for further information). Tick Use BING for Email to send email to BING for processing. Emails sent via Bing will not be in the logs of Communications.

Changing the default email preference from correspondence is available here.

SMS
If using a third-party SMS service, this can be configured to deliver to those recipients who have a valid mobile number. This is also where the SMS template is set. If this service is not enabled, the SMS distribution method will not be displayed.

Save Report
The Save Report option will save the document and all attachments to DocMax. Checking that a profile has been selected when using this area from the cogwheel is recommended. Select the appropriate profile before generating the documentation to allow the BCMax System Document to be added to DocMax.

Use Preferences
With each contact comes their contact preference. This setting will control whether or not these are applied when sending a document and what delivery category to apply. Without the use of preferences, the default will be posted.

Filters

Recipient Type
This determines who receives the document by default. Use the drop-down menu to select to change to a different recipient type.

• 'Lot/Owner' is selected by default when merge letters and other owner-type reports are being sent. This recipient type will observe the different contacts in the Roll and depending on if the Use Preferences box is ticked, will change the recipient list - how and who it's sent to. More filters are available for this recipient.
• 'Other Debtor' recipients are in a Sub-Group, who are in Debtor Maintenance. More filters are available for this recipient.
• 'Letting Agent' will observe any lettings agents that are recorded in the Roll. No filters are available for this recipient.
• 'Owner' will observe owners only in the Roll and will not observer any letting agents or other contact types. No filters are available for this recipient.
• 'Tenant' will observe any tenants that are recorded in the Roll. No filters are available for this recipient.
• 'Creditor' will observe any creditor that are recorded in the Creditor Maintenance, including any that are hidden. No filters are available for this recipient.
• 'Office Bearer' refers to committee members in Office Bearers. More filters are available for this recipient.
• 'Applicant' observes contacts in Applicant Maintenance.
• 'Resident' will observe any contacts in the Roll that reside in a lot. This will be tenants and any owners that have the Is Owner Occupied tick box selected in the 'Change of Details' screen. More filters are available for this recipient.
• For 'Internal Users' this will display the Users who are set up in Security Setup.

Committee Member
This filter will allow for a selection of All, Exclude or Only.

Lot Type
Generating correspondence, if there are accounts set for car or storage spaces, and these are to receive the document set as required.

Duplicate
Copy to Owner will allow for a copy to be sent to the Owner when the lot account is configured to have the agent/ mortgagee or other to receive correspondence.

Include Only

• Committee Meeting Minutes, Committee Meeting Notices, Advertising OK: Set to send accounts flagged to receive the nominated areas, which can be set via the Roll’s Correspondence preferences.
• Owner Occupied: Set to send accounts flagged Is Owner Occupied, which can be set via the Roll within each contact.
• Intro Letters Not Sent: For any owners who are yet to receive the StrataMax Introduction letter, set this to send the StrataMax Intro Letter (e.g. available in Change of Ownership) to those who have not received it yet.

• Select all: This tick box on the far left in the header of the table, is for easily selecting/tagging or removing all recipients in the list. The same function as the keyboard shortcuts Ctrl+A and Ctrl+X.
  

Security Setup

Delete Merge Letter
This will enable access to delete merge letters from the Merge Letter List window.

Edit Merge Letter
Access to this function will enable the ability to edit merge letters from the Merge Letter List window.

Exclude Lots with Zero Entitlements
Will exclude any lots with a zero entitlement when merging and printing/sending any letters. Both Contribution and Interest Entitlements must be 0 (zero) for the lot to observe this setting. This setting also affects the Meeting Hub Document Distribution screen.
Availability of this setting also depends on the permission in the Security Setup screen called 'Set Exclude Lots With Zero Entitlements', which is set to Deny by default.

Icon Guide

	Shows Report Data for the individual contact. This document or report contains Roll contact card merge fields and is specific to the lot.
	Shows Report Data for the selected account. This type of document or report is specific at the lot level and does not rely on Roll contact cards.
	Shows Report Data across all buildings. This type of document or report does not contain roll-specific merge fields.
	Shows Report Data for selected buildings. This type of document or report does not contain roll-specific merge fields.

Search for an existing Merge Letter

Merge Letters lists can become extensive over time, and searching the list for keywords can assist with efficiently locating an existing letter. This search also includes Comment entries and returns results based on the keywords entered into this field. There is also a tick box titled Merge Letters Only, which can be deselected to include additional reports if required.

1. Search or select Merge Letters from Main or Sub-Group. 
2. Enter keywords to filter the list of existing letters to assist with locating the required letter.
3. Select the required letter from the list of merge letters and click Select to add the letter to the Report Distribution screen.
   
   

QRG - Distributing a Merge Letter

The instructions below are a quick reference guide to distributing a merge letter and include the basics of this process. We recommend reviewing the rest of this article if you are unfamiliar with the Merge Letter process. Merge Letters can also be distributed from the Sub-Group for Debtor Maintenance contacts. 

1. Search or select Merge Letters from Main or Sub-Group. 
2. Select from the existing list of merge letters or click the Search field to enter the description or comment information to filter the list. Click Select to pick this letter.
3. Select the appropriate buildings if there are multiple buildings to receive this letter from the Building tool.
4. If further reports are needed, untick Merge Letters Only to produce the list and select each report.
5. If attachments are to be included, click Attachment to open the Add Document DocMax window and navigate to where the document is saved, noting that a folder location can also be accessed.
   • Use the up and down arrows to change the order of documents and reports if there are multiple.
6. Select each tick box for the appropriate Distribution Method. Each tick box 
   • Post will print to the configured printer, including Bing Easy Mail. 
   • Email to send the document using the StrataMax Communication screen. Use the cogwheel to set the Email Template Manager.
   • SMS will only be visible if the SMS service has been enabled in StrataMax and is to be used to alert the contact that a distribution is to be received.
   • Save Report will save the document in DocMax. Use the cogwheel to set the required DocMax Profile.
   • Use Preferences will add or remove contacts from the list of recipients based on the Delivery Preferences for the contact.
7. In the contacts list, if needed, tick the 'Consolidate by Contact' box to send only one copy of the document to contacts who own multiple lots, tag all lots (Crtl+A) as needed, or tag the required contacts.
8. Click Proceed to preview the distribution in the 'Report Publish' window.
9. Review the results, including the Options area (top of the screen), to check the Distribution Method and click Proceed to finalise.
   
   

Create a New Word .DOC Letter

To create a new merge letter, follow the below instructions. For a list of all merge fields available, see StrataMax Word Document Merge Fields. 

1. Search or select Merge Letters from Main or Sub-Group. 
2. In the 'Report Selection' window, click the Merge Letters button.
3. Click Add to create a new letter, including merge fields.
4. Enter the Merge Letter Description. 
5. Review the list of available merge categories and fields on the left and select the required field by clicking Add. Once added to the Selected Merge Fields on the left, these merge fields can be:
   1. Renamed by right-clicking on the merge field.
   2. Have formatting applied around the Boolean, Casing, Dates, Numeric and Time.
   3. Transformation for using word formulas for Boolean, Less, Plus or Trimming text.
6. Once all fields are in the Selected Merge Fields area, click Save.
   
   
7. Create the required document from the Word document. This may include copying and pasting from another source.
8. Review the document using the Mailings tab in Word, Insert Merge Field, and insert the required merge field. Repeat this for each area that requires a merge field.
   
   
9. Click Save and Exit in Word to have this new merge letter in the list.

Merge and Edit Letter

This will allow an individual letter to be merged and edited for a single contact using Microsoft Word. The merge field data will be available when merging and editing in Word. Standard Word tool functions can be applied to the letter, which is helpful for one-off changes to be made to a master template. Using this function applies to a standard Merge Letter and does not apply to a Report Set type.

1. Search or select Merge Letters from Main or Sub-Group. 
2. Search OR select the required merge letter from the list. Once selected, the name of the Merge Letter will be noted at the top of the window.
3. Click the Merge and Edit icon for the lot required.
4. This will open the document in Word with all the merged field data, and any required changes can be made.
5. When done, click 'Save As' to save the document to a file location for distribution outside StrataMax.

Merge Letters and Attachments

Control over the treatment of merge letters, reports, and attachment (s), specifically around the order and how the attachment (s) are treated when emailed, can be done with the instructions below. Examples of each type are available here.

1. Search or select Merge Letters from Main or Sub-Group.
2. Select from the existing list of merge letters or click the Search field to enter the description or comment information to filter the list. Click Select to pick this letter.
3. If further reports are needed, untick Merge Letters Only to produce the list and select each report.
4. If attachments are to be included, click Attachment to open the Add Document DocMax window and navigate to where the document is saved. Note that a folder location can also be accessed. By default, these will be included as separate attachments.
   • Use the up and down arrows to change the order of documents and reports if there are multiple.
5. If there are merge letters or attachments that should be included as separate attachments, right-click on the document or report by clicking Separate Attachment. 
   NOTE: Including as a separate attachment will create a record for each letter or report from the Roll to view. If included as a standard attachment, these will be available to preview from DocMax or the email Communication view log area.
6. Click Proceed to send all tagged records, or click the magnifying glass to preview one record. 
7. From the Report Distribution window, click Proceed to finalise the distribution.

Edit an existing Merge Letter

For any existing merge letter that may require an edit to the current document, follow the below instructions. For a list of all merge fields available, see StrataMax Word Document Merge Fields.

1. Search or select Merge Letters from Main or Sub-Group.
2. From the Report Selection window, click Merge Letters.
3. Select the letter that requires editing from the Merge Letters List. 
4. If the letter requires a merge field review, click Fields and insert a new merge field (s) from the list. Click Add or from the Selected Merge Fields screen, and click Remove to remove any unrequired fields. Click Save once the fields have been adjusted.
5.  Click Template to open the document with Microsoft Word. 
6. Edit the document as needed using the standard Microsoft Word tools. If amending merge fields, use the Mailings tab, Insert Merge Field area to insert any new fields. To remove unrequired merge fields, select and remove these throughout the document.
7. Click Save once completed.

Editing a Merge Letter with Invalid or Unknown Merge Fields

If there are any invalid merge fields included in the document, which can occur most commonly from the transition to meaningful merge field names or from the Building Information fields that are no longer available, for example, the Post Code field (now managed via Building Address fields) the below process can be applied to update the merge letter and field editor window.

These will be identified in two ways: from the preview window from the merge letter distribution window and the Merge Field Editor area.

To correct these:

1. Search or select Merge Letters from Main or Sub-Group. 
2. From the Report Selection window, click Merge Letters.
3. Select the letter requiring the edit to field information and click Template to open the original document in Microsoft Word.
4. Remove the fields that are unknown or invalid. Click Save to remove these fields.
5. Using the same letter in the list, click Fields to review the Merge Field Editor Table. From this table, select the category and re-insert the updated merge field. Click Save once complete.
6. Click Template to open the Microsoft Word document and edit the document as needed using the standard Microsoft Word tools. If amending merge fields, use the Mailings tab, Insert Merge Field area to insert any new fields. To remove unrequired merge fields, select and remove these throughout the document.

Copy and Edit Merge Letter

Copying a document and editing it for a particular purpose can be done with the following instructions. Editing a document is the method for creating a local instance of a merge letter, and comments are available to add to identify the document’s purpose or building number. For a list of all merge fields available, see StrataMax Word Document Merge Fields.

These will be set for a Temporary file, removed on an overnight schedule by default and designed to prevent unnecessary data accumulation. 

1. Search or select Merge Letters from Main or Sub-Group. 
2. From the Report Selection window, click Merge Letters.
3. Select the merge letter to be copied and edited by clicking the Copy and Edit icon.
4. Review the Description and Comments fields, changing each as required. Use the Comments icon to add building-specific comments, such as the Building Number and description. This will assist when locating the document from the list of Merge Letters.
   NOTE: Temporary (will be removed overnight) will be ticked by default. 
   
   
   
5. Click OK to open this document in Word.
6. Amend the document as required for the specific purpose, including text, formatting and merge fields. 
7. Click Save and Close once all relevant areas have been amended in Microsoft Word. This will create a new MRGX.DOC file in the Merge Letter List. Click Close to the Merge Letter List.
8. Use the Search field from the Report Selection list and enter either Description or Comments to filter the list. Or scroll to find the merge letter at the bottom of this Report Selection window. Click Select once the letter has been located.
   
   
   
   
9. Review the Distribution Method, checking the cogwheel for each area as needed.
   • Use the Post to Print, Email to send StrataMax Communication Email, SMS if enabled to send SMS, and Save Report for DocMax.
     Use Preferences: select the delivery preference address for the distribution.
10. From the Recipient area, un-tag any lots if needed and tick 'Consolidate by Contact' if the merge letter will be distributed to the same name owner. (Use Ctrl + X to untag all) 
11. Click Proceed to preview the distribution from the Report Publish window.
12. Review the results, including the Options area (top of the screen), to check the Distribution Method and click Proceed to finalise.

Delete Merge Letters

If Merge Letters are required to be deleted, this should be exercised with caution, as once the document is deleted from this list, it cannot be reinstated. Security Setup options are available to restrict access to deleting merge letters where appropriate.

Before deleting the Merge Letter, it would be recommended to save a copy to DocMax or a folder location should it be required again. Then, it can be imported.

1. Search or select Merge Letters from Main or Sub-Group. 
2. From the Report Selection window, click Merge Letters.
3. Select the merge letter to be deleted. Click the red cross and delete icon.
4. When prompted, Are you sure you want to delete the merge letter MRGX.DOC Merge Letter? Select Yes.

Import Merge Letter

If documents must be imported to Merge Letters, including StrataMax merge fields, follow the process below. Using this process can be helpful for multi-drive clients who may want to copy a letter from one drive to another. Another example where this may also assist in importing any internal master templates to access in Merge Letters. For a list of all merge fields available, please see StrataMax Word Document Merge Fields.

1. Search or select Merge Letters from Main or Sub-Group. 
2. In the 'Report Selection' window that appears, click the Merge Letters button.
3. Click the Import button, and from the Windows Explorer window, navigate to where the document has been saved.
4. Select the document and click Open. This will import the document into StrataMax. 
5. In the 'Merge Letter List' window, select the document, click the Fields button and add a 'Description' for the merge letter.
   
   
6. Insert any merge fields required. Any merge fields in the original document must have these same fields available in the Selected Merge Fields area. From the Available Merge Fields, select the merge field required and click Add to make them available in the Selected Merge Fields. Repeat for each merge field.
7. Click Save to save the merge field selection.
8. Click the Template button to review the document in Microsoft Word and check the formatting, insert merge fields where required. Save and Exit in Word once the document has been checked.

Import Local Deleted Letter

If local merge letters have not migrated or been deleted from the new merge letter interface during any clean-up efforts and the local letter is required to be back in the document list, the following can be applied. This process is recommended to be completed by the StrataMax Administrator, and caution is exercised when accessing directories.

1. Using the network location for the BCM/DOCS directory, select the local building number that the letter will be saved in.
2. Search for the .DSC file and open this in Notepad, which will describe any local merge letter.
   
   
   
   
3. Once the MRGX.doc has been identified, open this document and save it as a .docx format.
4. Search or select Merge Letters.
5. From the Report Selection window, click Merge Letters.
6. Click Import, and from the Windows Explorer window, navigate to where the .docx document has been saved.
7. Select the document and click Open.
8. Review the document by clicking Template, removing any unknown merge fields, and formatting as required. Once complete, click Save.
9. Click Fields and insert any new fields. Click Save.
10. Click Template to insert these new fields and replace the unknown merge fields.

Export Merge Letters

Exporting merge letters can be done, which is helpful for multiple drives. It will allow the letter to be created in one drive, including the merge fields, and easily imported to another.

1. Search or select Merge Letters.
2. Click the Merge Letters button.
3. Right-click on the required letter from the list of merge letters and select Export.
4. Save the document to a file location that can be accessed for import.

Building Tag | Local Building Letter

Merge letters can be assigned to a specific building. When set with a Building Tag, the particular Merge Letter will only be available for selection from that building. A Merge Letter can be assigned multiple Building Tags if required in more than one building, and a star will be displayed next to the Merge Letter in the Report Selection screen to identify this as a local Building Tag. 

Assign a Building Tag

1. Search or select Merge Letters from Main or Sub-Group. 
2. Click the Merge Letter option.
3. Locate the Merge Letter and click on the building icon.
4. A Building Selection list will appear, locate and tag the required building to be selected and click Select.
5. The Building Number will be displayed in the Building Tags column next to the Merge Letter. 

Local Letter View

The view below will display when in the building with a local letter tagged.

Log

Using the Log area, you can locate previously sent merge letters and attachments, which can then be resent to an Owner or Building if necessary.

1. Search or select Merge Letters from Main or Sub-Group. 
2. Click Cancel to the report selection screen.
3. Click Log to review the Search Report Distribution Logs window.
4. Apply restrictions for date/ time, buildings and any other relevant search parameter. 
5. Click Refresh to view results.
   
6. Select the required mailing from the list and click View to view the distribution(s).
7. If required to resend information, click the required recipient and click the Email icon. Use the Too... button to select from the Owners list. 
8. Select the Owner, add a subject and click Send to resend this information.
   
   

Create New StrataMax (.LET) Letter

StrataMax Letters are text documents that are used in other areas of the program to produce merge letters. Some of these areas include the arrears letters or legal action area. This area is used for creating or editing existing letters and assigned to the relevant menus for processing. It is a . LET file type. 

Please see Notepad .LET Merge Fields for further information on formatting and merge fields available in this area.

1. Search or select Merge Letters from Main or Sub-Group. 
2. From the Report Selection window, click Merge Letters.
3. Move the selection in the bottom left from Word Document to StrataMax Letter.
4. Click Add to create a new letter. This opens a Notepad window with pre-configured formatting tags for margins and fonts. 
5. Review the letter's content, insert any text and merge fields as needed.
6. Click File > Save, or press Ctrl + S on the keyboard. Close the Notepad file.
7. Click the Title field, enter a Description for the letter, and click OK.
8. If Comments are required, click the Comments icon and enter these. Click OK.

Edit and Delete a StrataMax (.LET) Letter

Editing and deleting an existing StrataMax Letter will require permission to edit and delete the letter in Security Setup. Based on these permissions, letters can be edited using the instructions below. Deleting a letter is done with the red X and confirming you are sure that you want to delete the merge letter. Note that a StrataMax Letter, once deleted, cannot be retrieved. Please consider this before deleting any letters.

Please see Notepad .LET Merge Fields for further information on formatting and merge fields available in this area.

1. Search or select Merge Letters from Main or Sub-Group. 
2. From the Report Selection window, click Merge Letters.
3. Move the selection in the bottom left from Word Document to StrataMax Letter.
4. Select the letter that requires amendment from the list of existing StrataMax Letters and click Template. 
5. Review the letter's content, editing any text and merging fields.
6. Click File / Save, or click Crtl + S from the keyboard. Close the Notepad file.
7. Check any Title and Comments fields as required and add or edit if needed.

Copy and Edit StrataMax Letter

If there is an existing StrataMax Letter that contains merge fields or text that is useful to apply to another merge letter, this can be copied and edited for a new letter. The below instructions will assist with this process. 

Please see Notepad .LET Merge Fields for further information on formatting and merge fields available in this area.

1. Search or select Merge Letters from Main or Sub-Group. 
2. From the Report Selection window, click Merge Letters.
3. Move the selection in the bottom left from Word Document to StrataMax Letter.
4. From the Notepad window, amend any text or merge fields for the new letter that will be available once saved and closed.
5. From the list of StrataMax Letter’s the copied letter will be available with Comments confirming which letter this was copied from. Edit these Comments if needed by clicking the Comments icon and amending.

Merge Letters System Requirements

Microsoft Word must be installed on any computer to create or generate merge documents. StrataMax will support Word and the versions that Microsoft actively supports. To check and confirm what versions are supported, please check the official Microsoft Office website.

Bing Mailroom Merge Letter Considerations

The Bing EasyPost API sends documents and reports to contacts using their BingMail Customer Portal. For further information on how this third-party area works, please refer to this article here.

To print to Bing ensure the printer is set to Bing Easy Post API and the option Use Bing for Print is ticked. 

The BING login credentials can be checked/entered from the Printer settings.

Enter the BING provided credentials into the fields as below.