Send Portal Key Letters to Homeowners Without Email Addresses

Use this procedure to generate and send Portal Key letters to homeowners who do not have an email address on file. This process identifies homeowners without emails in the Homeowner List, creates a bulk Send Portal Key action item for each, and routes the resulting letters through the Mailroom Print Queue for in-house printing or submission to a third-party printing service.

Contents

• Identify Homeowners Without Email Addresses
• Generate Portal Key Letters
• Print or Submit Portal Key Letters

Identify Homeowners Without Email Addresses

1. Navigate to Homeowners > Homeowner List.
2. Click the association name, and then Select All Associations.
3. In the Email column, click the filter icon and select Is empty.
   The table refreshes to show only homeowners with no email address on file.
4. Set Items per page to 250 at the bottom of the table.

Generate Portal Key Letters

After your Homeowner List shows homeowners with no email addresses, complete the following steps for each page of results until you have generated letters for all homeowners without email addresses.

1. Select the checkbox to the left of the Account # column header to select all homeowners on the current page.
2. (Optional) Clear the checkbox for any homeowners you want to exclude.
   For example, you may want to exclude accounts owned by the association itself, or accounts where the homeowner does not have access to a computer or does not want to register for the portal.
3. Click Bulk Action Item at the top of the screen.
4. In the action item screen, provide the following:
   • Action Type: Select Send Portal Key.
   • Step: Keep the default first step.
5. (Optional) Click Preview to verify that the letter is generating correctly and that all homeowner information is accurate before submitting.
6. Click Update.
7. Navigate to the next page of results and repeat these steps until all pages are complete.

Print or Submit Portal Key Letters

1. Navigate to Mailroom > Print Queue.
2. In the Category search field, enter Portal Key.
   The table filters to show only Portal Key letters ready to print.
   Note: Letters are sent to the Print Queue when you click Update in the Generate Portal Key Letters procedure. If the number of letters displayed does not match the number you generated, click the Refresh icon at the bottom right of the screen. Large batches of up to 250 letters may take up to a minute to fully appear.
3. Set Items per page to 1000 at the bottom of the screen.
4. Select the checkbox to the left of the Category column header to select all letters.
5. Do one of the following:
   • In-house printing: Click Print to download and print the letters directly.
   • Third-party printing service: Click Print Preview to review the letters, then click Send to [Printing Service Name] to submit the job.
6. (Third-party printing service only) After submitting, the Jobs tab opens. If the job does not appear or the status has not updated, click the Refresh icon at the bottom right of the screen.

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