Set up LetterStream to print and mail letters

LetterStream is a print and mail vendor that prints, stuffs, and mails the letters you send from the Print Queue, including certified mail. This article explains how to get your LetterStream keys, enter them in Vantaca, turn LetterStream on for each association, and send letters.

Important: If your account looks different from what's shown here, don't worry! This update is rolling out gradually and will be available to you soon. Until then, keep using your current print house.

 

How LetterStream works

• You send from Vantaca: Letters wait in the Print Queue as they do today. Select them and click Send to LetterStream.
• LetterStream prints and mails: LetterStream prints, stuffs, and mails your letters, including certified mail.
• Your account, your card: The LetterStream account is in your company's name. LetterStream bills postage and printing to your own company card, and Vantaca does not charge you for them.

 

Before you start

• Vantaca support: Ask Vantaca support to turn LetterStream on for your company. Until they do, the LetterStream section in Company Info and the Send to LetterStream button do not appear.
• Company card: Have your company card ready to fund your LetterStream account.
• Role Security: Verify you have the Company List > Add/Update permission under Settings > Roles. You need it to enter your keys.
• Letters only: LetterStream mails letters only. Coupons and statements stay with your current vendor.
• Certified mail: Certified mail can go only to US addresses.
• Color and duplex: Color and duplex printing are set once on the LetterStream interface in Settings > Interfaces, not per letter template. They apply to everything you send through LetterStream.

 

Get your keys from LetterStream

You get your API ID and API Key from your own LetterStream account.

1. Go to letterstream.com and click Create Free Account.
   Sign up with your management company's details and choose a username. You need the username in the next step.
2. Email support@letterstream.com with your LetterStream username and ask them to turn on API access.
   API access lets Vantaca send your mail to LetterStream.
3. After API access is on, log in to LetterStream, go to My Account > API Information, and copy your API ID and API Key.

Important: Treat the API Key like a password. Do not email it or share it.

 

Add funds with your company card

LetterStream works on prepaid funds. In LetterStream, go to My Account > Billing Information and click Manage PrePay to add funds with your company card.

LetterStream accepts your letters at any time but prints and mails them only when your account has funds. Keep enough funds on the account so your letters are not held.

 

Enter your keys in Vantaca

1. Navigate to Settings > Company Info.
   The Company Information screen displays.
2. Click Edit next to your management company.
3. Scroll to the LetterStream section at the bottom of the form.
4. Enter your API ID in LetterStream API ID.
5. Enter your API Key in LetterStream API Secret.
   Vantaca calls the API Key the API Secret. They are the same value.
6. Click Update.
   Saving can take a few seconds.

Note: After you save, the API Secret appears as masked characters. If you edit the company later, leave the masked value as it is to keep your secret. If you clear the field and save, Vantaca removes the secret.

 

Turn on LetterStream for each association

Vantaca sends letters to LetterStream only for associations you set to use it. Repeat these steps for every association whose letters LetterStream should mail.

1. Select the association and navigate to Association > Settings.
2. In the Interfaces section, click Edit next to Letter Mail Vendor.
3. Select LetterStream and click Update.

To stop sending an association's letters to LetterStream, set its Letter Mail Vendor back to (Not enabled).

 

Send letters to LetterStream

1. Navigate to Mailroom > Print Queue.
2. Select the letters you want to send.
3. Click Send to LetterStream.
   Vantaca sends the selected letters to LetterStream as one job.
4. Click the Jobs tab to follow the job.

Every send is listed on the Jobs tab with its status. If a job shows an error, the reason appears in the Status Detail column. Fix the problem, then click Retry.

 

FAQ

Q: Why is there no LetterStream section in Company Info, or no Send to LetterStream button?

A: LetterStream has not been turned on for your company yet. LetterStream is rolling out. Contact Vantaca support to ask about joining.

 

Q: Why do I see "LetterStream is not enabled for letters at" an association?

A: That association's Letter Mail Vendor is not set to LetterStream. Vantaca did not send those letters, and they remain in the Print Queue. Set the association's Letter Mail Vendor to LetterStream, then send again.

 

Q: Why were my letters sent but not mailed?

A: Check the prepaid funds in your LetterStream account. LetterStream holds your letters until there is money on the account.

 

Q: Why did my job with a certified letter show an error?

A: Certified mail can go only to US addresses. If a job includes a certified letter to an address outside the US, Vantaca does not send the job and shows an error that names the letter. Change that letter's Print Method so it is not certified, then click Retry.

 

Q: Who do I contact for help?

A: Contact Vantaca support for anything inside Vantaca, such as turning LetterStream on, entering your keys, the Letter Mail Vendor setting, the Print Queue, jobs, and any message Vantaca shows. Contact LetterStream at support@letterstream.com for your LetterStream account, API access, API ID and API Key, company card, prepaid funds, and charges.