Sending a Mass Message to All Owners
TOPS [ONE] Version 188.8.131.52, Last Updated 07/26/2018
Click the link below for instructions on how to send a message to a single owner, or to select homeowners.
This guide will go over how to send a mass message to all of your homeowners.
Step By Step
1. Click Portfolio then Owners.
2. On the top right, click Select All.
Note: Clicking Select all will select all of the owners that are currently on the page. If there are more owners that are not on the page, you will see a message similar to this one.
To select ALL of the owners, make sure to click the underlined message
Once all owners are selected, you will see
The Actions button will have a parenthesis with the number of owners that are selected.
3. Click Actions then Send Message
This will open the send message page with the number of recipients already in the TO box.
After selecting owners, you will be directed to the Message Batch screen. From here users perform several actions including:
Change delivery method
Save the message batch for future editing
Remove message batch entirely
Add additional recipients (owners, vendors, and external email addresses)
Add recipients to the batch Summary
Set the From and Reply-To options
Assign a template. Templates can only be assigned for Print and Smart delivery methods
Preview a template using the data from the first recipient in the list
Enter Subject and Message Body
Delivery Method, Removing Messages, and Attachments
There are three delivery methods: Smart, Print, and Email
All message batches default to Smart. Smart will choose the delivery method preference now set on the owner's profile
A template is required for smart batches
Templates marked as 'Certified Mail' will not generate emails even if the delivery method preference is set to email
Recipients with a delivery method of Print will not receive attachments
The delivery method of the recipient is indicated with an Envelope icon for email, and no icon for print. Additionally, hovering over a recipient will reveal Print or the recipient's email address:
Print will override the owner's delivery method so that no emails are sent
A template is required for smart batches
There is no Message Body for a print batch
Summaries are still emailed
Email will override the owner's delivery method even if it has been set to Print
Templates are optional
Templates marked as 'Certified Mail' will not generate emails and create a print batch instead
Remove Message will remove the batch from the app, even if it has already been saved
Attachments can be added by clicking the button with the paperclip icon
Adding Recipients, Setting From and Reply-To, and Preview Template
After selecting the initial owners for the message batch, additional recipients can be added to the To and Summary fields. External emails can be added to the Summary field:
From and Reply To
Under the From the drop-down, you can select who the email is coming from, and where replies are directed to (Note: All emails are still sent through TOPSSOFT domain via firstname.lastname@example.org):
Clicking the Preview Template button to the right of the template drop-down will generate a PDF using the template selected and the first recipient in the list. This is a temporary file that will not post, send, or otherwise attach itself to anything. It is for preview purposes only. Any edits need to occur on the template document itself and be re-uploaded to the template library
Message Review Page
The Message Review page will show the following data:
Total number of recipients, broken out by Print and Email respectively
From, Reply To, Subject, and Message Body (when applicable)
List of individual recipients with their name, address, delivery method and a link to any form letters generated
List of summary recipients
While any form letters are being processed, the word Processing will appear in the upper-right corner. Clicking the refresh button will refresh the individual recipient's document status. Once all documents have been generated, a Print All button will appear. This button will generate a single PDF of those document sent via Print:
Saved and Posted Message Batches can be viewed in the community activity feed with an incomplete and posted status, respectively:
Emails and Summaries
All form letters and attachments can be accessed via the Download Attachment button in the emails. All downloads are in a .ZIP file. Summaries receive a copy of all attachments and a copy of each document generated for the batch