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Send Assist

Last updated: 02/04/2017 of 13 Copyright © 2017 Console Group. All rights reserved.

Contents Send Assist .............................................................................................................................................................................. 2

ATTACHING DOCUMENTS TO ACTIONS .............................................................................................................................. 2

ATTACHING DOCUMENTS TO PAYMENTS .......................................................................................................................... 3

BATCHES IN SEND ASSIST .................................................................................................................................................... 5

Disbursements .................................................................................................................................................................... 5

Viewing items ................................................................................................................................................................. 6

Group Headings .............................................................................................................................................................. 7

Skipping items ................................................................................................................................................................. 7

Sending ........................................................................................................................................................................... 7

Pause ............................................................................................................................................................................... 7

Resume ........................................................................................................................................................................... 7

Errors .............................................................................................................................................................................. 8

Reprinting ....................................................................................................................................................................... 8

Closing ............................................................................................................................................................................. 8

PRINTING PREFERENCES ..................................................................................................................................................... 8

Letterhead Statements ................................................................................................................................................. 10

Collated or Uncollated .................................................................................................................................................. 10

Saving copies of Statements ......................................................................................................................................... 11

RE-PRINTING AND RE-SENDING STATEMENTS ................................................................................................................. 11

CONVERSION OF EXISTING STATEMENTS ......................................................................................................................... 12

CHECKING EMAIL SETTINGS .............................................................................................................................................. 13

Send Assist Send Assist is a tool in Gateway that allows the attachment of documents to be selectively included when printing or emailing Owners’ statements.

It is also designed to streamline the emailing of statements process, providing opportunities to stop, pause, restart or

resend.

Document attachments will be automatically collated to the appropriate Owner’s statement.

Individual documents, owners or whole batches may be selected to be skipped if required.

ATTACHING DOCUMENTS TO ACTIONS Gateway Lives’ document attachment features allow you to simply drag and drop documents onto the notes field within

any Contact, Tenant, Owner, Creditor, Bank, or Sale file or by clicking on the File Attachment button. A Task will be

automatically generated, with the file or document attached.


This feature is excellent for attaching copies of quotes to Maintenance tasks, attaching scanned copies of hand-written

correspondence to files, or keeping a copy of the Management Agreement on the Property file.

When attaching a file to an Action task which is linked to an Owner or Creditor file, an option will be displayed to

"Include attached files with next Statement".

If this option is selected, any Document attached to this Action will be included with the next Statement, regardless of

whether the Statement is Emailed or Printed.

After Disbursement this option will be automatically deselected on the Action task.

NOTE: Documents attached to Actions are not resent if a Statement is reprinted.

ATTACHING DOCUMENTS TO PAYMENTS To attach a copy of the invoice into a payment, from the Transactions menu select Payment, then select the method of

payment. Enter the details until you come to the column with a paperclip above it.

Click in this space and browse to a digital copy of the invoice. Invoices attached in this way will automatically be included

in the end of month statement run for owner’s statements sent by email.


BATCHES IN SEND ASSIST Only one instance of Send Assist may be opened at a time. If Send Assist is open, and more documents are attached to

action tasks, these items will not be displayed until Send Assist is reopened.

Each time a new batch of items is created, they will be displayed as a new batch in Send Assist. It is important to note that Send Assist will remember any unprocessed items in the Send Assist window unless you choose to clear them. If you

load multiple batches into Send Assist, each batch will add to the existing batch. It will not overwrite it. You can however

clear the send assist window by opening it (Tools > Send Assist) and closing it. You will be asked if you wish to remove

any unprocessed items.

Answering Yes will clear the Send Assist window and close it. Answering No will keep the existing items loaded in Send Assist, but close the window. Any functions that add to Send Assist such as running the disbursement wizard will add to

the statements that are already there.

Disbursements When your Disbursement Wizard has completed processing, you will be advised that the disbursement is complete.


Click Continue to open the Send Assist window.

VIEWING ITEMS The Send Assist Window displays unsent items that have been created during a Disbursement run by the current

Gateway User. This allows multiple Disbursements or Reprints to be processed by different Users without any conflict.

Headings may be expanded or collapsed to reveal or hide additional levels of detail. Double clicking on an item will open

a preview. For example double clicking on an invoice attachment will open a copy of the invoice.


GROUP HEADINGS Depending on the settings you have selected and the type of items currently attached, the following headings may be displayed:

• Delivery method: "Print", "Email"

• Paper type: "Remittance", "Letterhead", "Plain" (Depending on your paper tray configuration)

• Batch: dd/MM/YY hh:mm (If you have multiple batches loaded)

• Manager: Manager name, or "No Manager" (If you have selected Group by Manager)

SKIPPING ITEMS There may be some attachments or statements that you do not wish to send. Highlighting an item will activate the Skip

button. Selecting an item or items and clicking the Skip button will remove those items from this run. Skipped items will be displayed in grey and will be marked with the Skip symbol

Skipped items may be included by highlighting and selecting the Include button.

Skipping a group will cause all items within the group to be skipped. For example, selecting the Group header of “Skip 7

Statements” and clicking the Skip button will mark all print statements as Skipped.

Attachments cannot be sent without an accompanying statement, therefore if a statement is set to Skip, then all linked

attachments will also be skipped.

Remittance Statements cannot be skipped.

SENDING Select Start to begin sending items. The number of Statements to be sent is displayed below the Start button.

PAUSE Select Pause to stop sending. The next item to be sent will be highlighted.

RESUME Select Resume to continue sending from the next unsent item. The number of Statements remaining to be sent is

displayed below the Resume button.


Note: After selecting Pause, Resume will be disabled until the current item has been sent.

ERRORS If Send Assist is unable to successfully email a statement or attachment, that item will be marked with "Error", and

sending will continue.

Highlight the item with an error and select Details to view more information about the error.

REPRINTING Any item that has been successfully printed or emailed may be reprinted/resent by selecting the item and selecting

Reprint.

If the selection includes an item that encountered an error, Reprint may still be selected, but the Error item will not be reprinted.

Note: Remittance Statements cannot be reprinted.

CLOSING When sending and printing is complete select Close to close.

Any item currently being sent will be completed. Any unprocessed items will still be displayed when Send Assist is

reopened.

PRINTING PREFERENCES Before printing or sending, select the Preference button to configure printing options.


By default, the Windows Default printer will be selected.

Selecting a printer will determine how many trays are available to use.

Select the Configure Printer Trays button to nominate a tray.


LETTERHEAD STATEMENTS Selecting Letterhead will cause a separate tray to be allocated for Letterhead, so that statements can be printed on Letterhead, and Attachments on Plain Paper.

Note: This does not change what is printed on the statement itself. There is still a Plain Paper Stationery option

in Gateway (Tools, Options, Statements, Statement Options) that affects how each statement is generated.

COLLATED OR UNCOLLATED Whenever possible, printed documents will be collated, but this depends on the selected printer having sufficient paper

trays for the required paper types, and these trays being assigned correctly.

Generally the default selection will produce the best result, but there may be combinations where the user will need to select trays manually. If multiple paper types are allocated to a single tray, collation of those types will not be possible.

Documents will be grouped by paper type, and the user will be prompted to change paper types as required.

Send Assist will attempt to select appropriate trays based on the type of documents being printed, using the following

rules:

• Tray 1 will not be selected unless it is the only tray, as Tray 1 is usually the Manual Sheet Feed tray.

• Trays are allocated from highest to lowest, in the order Plain, Letterhead, Remittance.

• If only one tray is available, no collation will occur. If two trays are available and all three paper types are being

used, Remittance and Letterhead will be allocated to the same tray. This is done so that attachments can be

collated with Remittance and Letterhead documents. If no attachments are being printed, the user should assign Remittance and Letterhead to separate trays.


SAVING COPIES OF STATEMENTS The second half of the Preferences window allows you to save documents as files. You can save your statements as PDF files by selecting the Save as PDF option and selecting a folder to save the statements into. You can also elect to create a

new folder for each disbursement or create folders for each contact.

Clients using the Filesmart document management system will need to configure the Save as Text option.

The final option is to Print Attached Invoices. This allows you to configure your printing depending on your work

practices as follows:

• Some offices scan invoices and attach the images to payments. They file the originals and prefer to print copies

and send the copies to the client. In this case, select the Print attached Invoices box.

• Other offices scan the invoices and attach the images to the payments as a record of payment. They prefer to send the originals to the owner but still need the images attached to the payment. Untick the box in this case.

RE-PRINTING AND RE-SENDING STATEMENTS From the main Gateway menu, select Reports > Statements and select Owner or Creditor statements. Select the batch

that you want to resend and the Send Assist window will open with that batch loaded. Only one batch is displayed per Disbursement.


Any Transaction Attachments will also be sent, however any Task Attachments that may have been included with the

Disbursement at the time will not be sent.

CONVERSION OF EXISTING STATEMENTS Send Assist automatically creates all new statements and attachments as PDF documents. You may wish to convert previous statements to this format as well, particularly if you are using OnlineAgent.

It is possible to convert all previous statements since your last financial year close to PDF.

Go to Tools, Database Utilities, Convert Existing Statements.

You will be prompted to convert all Statements for the current Financial Year.

If no statements are available to be converted, either because none exist, or they have already been converted, the

option will not be displayed.

Depending on the number of statements to be converted this process may take some time. Once you have begun the

process it may be halted and resumed again later if required.


CHECKING EMAIL SETTINGS On opening, if email items are present, Send Assist will attempt to connect to the email server using the settings specified in Tools, Options, Email, Email Options.

This will be the same as selecting Test in the Options window.

If a successful connection cannot be made, Send Assist will prompt the user.

Any unprocessed Email items will not be displayed until the connection to the Email server is restored.