Scribe Allotments makes it easy to send communications to all tenants by emailing those with email addresses and printing documents for those without. Follow this guide to ensure a smooth workflow.

Preparation: Set Up Templates

Ensure you have the necessary templates created before starting:

1. Create an Email Template (for emailing tenants):

   • Navigate to CRM → Templates.
   • Click Add Template.
   • Use the rich text editor to write your email content.
   • Add merge tags (from the Tags dropdown) to personalise the email.
   • Save the template.

2. Create a Document Template (for printing letters):

   • If the format is similar to the email, copy the content from the email template’s rich text editor.
   • Create a new Document Template, paste the content, and adjust for printing.
   • Save the template.

Step 1: Add the Email Address Column

1. Navigate to Tenants.
2. Click Columns in the toolbar.
3. Ensure the Email Address column is displayed.

Step 2: Filter Tenants Based on Email Address

1. Click Filter in the toolbar.
2. Set up the filter for the Email Address field:
   • For tenants with email addresses: Filter where the field contains "@".
   • For tenants without email addresses: Filter where the field does not contain "@".
3. Apply the filter to display the desired group of tenants.

Example finding tenants to send letters too.

Step 3: Send Emails to Tenants with Email Addresses

1. With the filter for tenants with email addresses applied:
   • Click Actions → Send Email.
2. To select all tenants in the filtered list:
   • Tick the first checkbox at the top of the modal to select all filtered records.
3. Hit Send Email button
4. A pop-up will appear for your email sending.
5. Select your email template from the dropdown menu 
6. Add any attachments if necessary.
7. Click Send to email the selected tenants.

Step 4: Generate and Print Documents for Tenants Without Email Addresses

1. Apply the filter for tenants without email addresses.
2. Click Actions → Download Document.
3. Follow same steps as email, instead you download the document.

Optional: Save Filters for Future Use

1. After setting up filters, click Save List in the toolbar.
2. Assign meaningful names to your saved filters, such as "Tenants with Email" or "Tenants without Email".
3. Access these filters quickly later via Quick Views.