CCR - Mailroom

Before You Start 

In order to follow all the steps listed in the article, you must have already completed the TOPS Mailroom Setup, and have CCR Tickets with letters, and a next action assigned to it. 

 

CCR Table & Letters

In order to take action on a CCR record, it must have a CCR Action Table. This defines the action step schedule when a CCR record is created.

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When a CCR record is created, TOPS [ONE] uses the Created Date of the record and the action step Days From on the CCR code to set the scheduled actions for that record. As the record is progressed through the steps, the ticket is updated with the new date for the next action.

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Emailing Letters to Owners

When a CCR Action Step has a template assigned to it, it can automatically be emailed to the homeowner as well as being sent via Mailroom.

The Template and the Owner's Delivery preference must be set to email. If not, the letter will be available on the CCR Record and the property activity feed for manual printing. 

 

Description 

With our new TOPS Mailroom feature, users creating CCR batches can send their letters straight to the owners with a few clicks. 

Depending on the template's Mailroom options, the letter can be sent by Certified or First Class Mail, set to print in Black/White or Color, and single or double sided. It is best practice to verify your template Mailroom settings before processing your letters. 

Templates processed by Mailroom will still follow the normal Template Setting - Cannot Email or Email. If the letter should only be sent via Mailroom, make sure the template is set to cannot email. 

This article will go over how to process CCR batches while using Mailroom to process the letters, how to verify an order, and how to delete transactions. 

 

 

 

 

Step By Step

1. Click Portfolio then Community. Select the Community to work in. 

2. Click CCR then CCR Tickets. 

3. (Optional) Click mceclip3.pngto filter the tickets shown. 

Tickets can be filtered based on the Next Action Date, to easily find the ticket or tickets that require inspection and progression to the next action.

The tickets do not all need to be for the same code, nor do they all need to be scheduled for the same next action. The important thing is that they all need that next action taken around the same time.

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4. Select the tickets to take an action on. 

Click Select All or the + to select the records. The + will turn to a mceclip8.png once selected.

Individual tickets can be processed in a batch, as well as multiple or all tickets. 

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5. Click Action then Take Action. 

The Actions button will have the number of records selected. This example shows 2 records selected. 

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6. Select whether to add these tickets to a New mceclip7.png or Accrued (existing) batch. 

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This will open the CCR Batch Review page. 

7. (Optional) Make edits to the CCR records before posting. 

Available Actions

A. Edit the Next Action Taken. Click mceclip12.png to save the changes. 

Click the mceclip10.png icon to edit: 

  • Next Action Taken
  • Next Action Date
  • Fee Amount
  • Template Used

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If the Mailroom options need to be updated: 

1. Right click Admin, click Open Link in a New Tab. 

2. In the new tab, update the template's Mailroom options.

 

B. Delete the CCR from the batch

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C. Select Additional Letters to Generate 

By default, if there is a letter to be sent with an action step, it will generate for the Primary Owner and the Primary Mailing address for the property. 

To generate additional letters, select from the options below. Items selected will have a mceclip8.png

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D. Add a New CCR Records to Batch

This option will allow to quickly and easily add a new CCR record to this batch. 

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8. Select the Action Date Post Date

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9. Click Post Batch and verify the selection.

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10. The letters associated with the actions begin generating immediately. Click the refresh button to update the screen to display all the documents.

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Once completed, the letter will be available to view. 

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11. Select a Next Action 

11a. Click Print to view all letters in a single PDF. 

11b. Click Letteto view the individual PDF.

11c. Undo Last Action 

11c.1. Click Undo Processing. 

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Letters that were generated and emailed to the owners cannot be undone. This process will undo the process within TOPS [ONE] and the owners ledger. 

If steps 11a or 11b were the last steps, this process is complete. To process via Mailroom, continue to step 12. 

12. Click Send to Mailroom. 

The Mailroom Order Review modal will pop up. 

13. Verify the information and totals. Click Submit Order to Submit the order. 

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A pop up will come up. Click  OK, I got it. 

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Once the letters have been sent to mailroom, the following banner will appear on the CCR Batch Page. 

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View Orders 

1. To view your Order, click Admin

2. Under Related Links, click TOPS Mailroom Setup

3. Click Visit TOPS Mailroom Portal

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4. Once redirected to the portal, click the Orders Tab 

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Available Status Orders 

Status

Description

Cancel Order

Setup

Starting status

Y

Preparing Order

Building Order Schematics

-

Pre-Processing

Preparing Order Files

-

Processing

Processing Data / Generating Printer Files

-

Generating Proof

Generating Proofs – for internal use

Y

Approved

Quality Control Approval

-

In Production

The order is being produced

-

Shipped

All Items have Mailed or Shipped

-

Billed

Invoice Generated

-

Order Error

The Order Received an Error

-

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