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

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1 SEND ASSIST Send Assist is a tool in Gateway that allows the attachment of documents to be selectively included when printing or ing Owners statements. It is also designed to streamline the ing 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".

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

3 DISBURSEMENT The option to Print and statements before close or to Skip printing and ing statements no longer appears on the final screen of the Disbursement Wizard. There is now only the option - to Continue. Send Assist will open automatically.

4 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", " " Paper type: "Remittance", "Letterhead", "Plain" Batch: dd/mm/yy hh:mm Manager: Manager name, or "No Manager" Contact: Contact FileAs 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. 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. 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.

5 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 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 ed may be reprinted/resent by selecting the item and selecting Reprint.

6 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 Printing Preferences 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.

7 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.

8 RE-PRINTING AND RE-SENDING STATEMENTS Selecting Reports, Statements, Owner or Creditor, and then selecting a Batch to resend, will open Send Assist. 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.

9 CHECKING SETTINGS On opening, if items are present, Send Assist will attempt to connect to the server using the settings specified in Tools, Options, , 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 items will not be displayed until the connection to the server is restored. MANUALLY CLOSING SEND ASSIST Care must be taken when Send Assist is closed manually, as any items that have been processed, whether successfully or not, will be cleared. Only unprocessed items will be redisplayed when Send Assist is reopened. If Send Assist is closed abnormally for example due to power failure, all items currently displayed will still be displayed when Send Assist is reopened. If Gateway or the current database is closed, Send Assist will also be closed.

10 CHANGES TO OPTIONS IN GATEWAY REMITTANCE Standard Remittance is no longer supported. Remittance is either disabled or enabled. Databases currently set to use either Standard or Both will automatically have Use Remittance Stationery enabled. PROPERTY MANAGER GROUPING This is dependent on Remittance settings. Remittance Disabled Group by Manager is available in Send Assist. No setting is available in Gateway Options. When the User first opens Send Assist, the existing database setting is read and then saved for that user. Remittance Enabled Group by Manager is not available in Send Assist. The existing setting is still available in Gateway Options.