Form Letters
Setup a correspondence document for print, email or to send to the Guest Portal in RMS.
Form Letters are correspondence documents that can be printed, emailed or sent to the Guest Portal for digital completion.
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Information
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Setup
- Add Button
Information
Form Letters are correspondence documents that can be printed, emailed or sent to the Guest Portal for digital completion.
Triggered Correspondence can be setup to email a Form Letter using pre-configured rules.
Form Letters can be setup as HTML or PDF format. Emailed PDF Form Letters include a text email body with the Form Letter attached as a PDF document. HTML Form Letters display as the email contents.
A selection of pre-made templates are available that can be customised to suit the property needs.
Interactive Form Letters are Form Letters that include interactive elements used to create a form or contract that can be sent, completed and returned via the Guest Portal.
A large library of merge fields can be used to pre-fill or populate information into correspondence before being printed or emailed.
Images inserted into a PDF Form Letter must be a maximum of 990px W x 1400px H to display correctly.
Enterprise customers have the ability to setup Form Letters to be available to specific properties only.
Security Profiles can be setup to only allow access to specific Form Letters.
Users will require Security Profile access to use this feature.
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Setup
- Add Button
Setup
Have your System Administrator complete the following.
- Go to Setup > Correspondence > Form Letters in RMS.
- Select the
'Add' icon. - Select the Document Format.
- Enter a Description.
- Enter the Email Subject Line.
- Select the Document Type.
- Optional: Select a Template.
- Enter the Letter Contents.
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Optional: Insert Merge Fields.
- Select a Merge Table.
- Place Cursor in the Letter Contents.
- Select the Merge Field.
- Repeat for all required Merge Fields.
- Save/Exit.
- Select the Form Letter Access and choose 'Ok'.
Only listed RMS Merge Fields may be inserted into a Form Letter.
Use of the merge field characters '« »' without a valid RMS Merge Field will prevent the Form Letter from merging correctly.
A Form Letter will automatically convert to the Document Type of 'Interactive' when any of the Interactive Elements are used in the letter contents.
Interactive Form Letters work best with the Document Format of 'HTML'.
Images inserted into a PDF Form Letter must be a maximum of 990px W x 1400px H to display correctly.
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Guide
- Add Button
Guide
Go to Setup > Correspondence > Form Letters in RMS.
Select the 
'Add' icon.
Select the Document Format.
Enter a Description.
Enter the Email Subject Line.
Optional: Select a Template.
Enter the Letter Contents.
Optional: Insert Merge Fields.
Select a Merge Table, place the cursor in the letter contents and choose a Merge Field.
Repeat for all required Merge Fields.
Select 'Save/Exit' to store the changes made and leave the setup.
Select the Form Letter Access and choose 'Ok'.
This Form Letter will now be available to merge and print or email in RMS.
Setup
Have your System Administrator complete the following.
- Go to Setup > Correspondence > Form Letters in RMS.
- Select the 'Add' icon.
- Select the Document Format.
- Enter a Description.
- Enter the Email Subject Line.
- Select the Document Type.
- Optional: Select a Template.
- Enter the Letter Contents.
-
Optional: Insert Merge Fields.
- Select a Merge Table.
- Place Cursor in the Letter Contents.
- Select the Merge Field.
- Repeat for all required Merge Fields.
- Save/Exit.
- Select the Form Letter Access and choose 'Ok'.
Only listed RMS Merge Fields may be inserted into a Form Letter.
Use of the merge field characters '« »' without a valid RMS Merge Field will prevent the Form Letter from merging correctly.
A Form Letter will automatically convert to the Document Type of 'Interactive' when any of the Interactive Elements are used in the letter contents.
Interactive Form Letters work best with the Document Format of 'HTML'.
Images inserted into a PDF Form Letter must be a maximum of 990px W x 1400px H to display correctly.
-
Guide
- Add Button
Guide
Go to Setup > Correspondence > Form Letters in RMS.
Select the 'Add' icon.
Select the Document Format.
Enter a Description.
Enter the Email Subject Line.
Optional: Select a Template.
Enter the Letter Contents.
Optional: Insert Merge Fields.
Select a Merge Table, place the cursor in the letter contents and choose a Merge Field.
Repeat for all required Merge Fields.
Select 'Save/Exit' to store the changes made and leave the setup.
Select the Form Letter Access and choose 'Ok'.
This Form Letter will now be available to merge and print or email in RMS.