Objective: This article provides an overview management and use of letter templates in Vantaca. Vantaca Letter Templates can be managed through an add-in in MS Word, or, if you don't have MS Word, you can use the Letter Template page to copy Merge Tags and upload templates created in other text editors.

Vantaca Template Manager

You can create a Letter Template to upload using a text editor like Google Docs. Select the Merge Tags button on the Settings > Letter Templates page to open the Merge Tag Search, this is where you can copy the merge tags that you'll use in your letter template.

Once you have your Letter Template file ready, select +New Letter on the appropriate Letter Type on the Settings > Letter Templates page.

Enter a Template Name, select a Print Method, and upload the letter template with the Select files... button and click Update to complete.

The new Letter will populate in the grid where you can Download, Edit, or Delete as needed.

Note: Uploading a new letter template to a letter with a template already applied will overwrite the existing template and any subsequent action items being generated will be created with the updated letter template. Ensure you have a copy of the template you're overwriting as it will be unrecoverable.

Word Template Manager

To download our word template add-in from Vantaca.net, navigate to Settings > Letter Templates and select Word Template Manager. Your browser will prompt you to run and install a quick download. This only needs to be downloaded once per computer.

Note: If you do not have access to this button, check your Role securities. Users must have a role that includes both Mailroom > Communication Setup > Update and Mailroom > Letter Templates > Add/Update.

Once the Template Manager is downloaded and installed it is best practice to reboot your computer and open a NEW instance of MS Word. Go to the Add-Ins tab and click Show Template Manager. The template manager will open on the right-hand side of your screen. You will also see a Choose Company dialogue box. Enter your Vantaca Company ID and click OK. 

The template manager has an extensive list of Merge Tags. To add a tag, double-click on the tag on the right side to insert it into your word document. The tag will insert at your current cursor location. When generating a letter, these Tags will pull information from the system into the letter. Tags will follow general formatting, meaning you can Bold, Underline, or Italicize; resize, or change the font in the letter template, and these changes will follow into the generated letter. 

Once you are satisfied with your letter, it's time to upload it into Vantaca.
Note: If this is a NEW letter, you must save it to your desktop prior to uploading.

To upload your letter template, click on the Manage Template tab on your Template Manager. Login using the same login credentials you use for the Vantaca.net site. 

Select your Letter Type. This list will follow the categories found on Settings > Letter Templates. For Example: Violations, General Correspondence, or New Owner are listed by default.

Once your Letter Type is selected, you'll have the option to Select Letter. This list will display all currently uploaded letters in the chosen Letter Type. Select a New Letter to upload a brand new letter. Name the letter how it should be displayed in the Vantaca System.

Choosing an existing letter will display the information for that letter. Changing the name here will change the name of the letter globally, and override what is there now.

If this is an existing letter, you can override the Default (Global) letter, or create an Association-Override Letter Template to display unique letters for specific Associations using the same Action Item Configuration. For Example: One Association requires their letterhead or logo on their violation letters. 

Lastly, choose First Class Mail or Certified Mail to alert internal staff how this letter should be sent (or when sent 3rd party mailing services such as South Data or Optimal, this letter will send by the method selected).

Select Upload and your letter will be uploaded into Vantaca. You will receive an "Upload Successful" message when it is complete. You can now add these letter templates to Action items and begin communicating through Vantaca!