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Setting up the Australian SSAA Notice pack (#NTCSSAANPAU01)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20160331 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage Edition   9.1 (and higher)   Contents / AutoFill / Installing / Re-sorting / Logo / Video
  • This article only applies to Australian SSAA members.

About the Australian SSAA Notices Pack

The Self Storage Association of Australasia (SSAA) publishes a pack of documents for its members - it forms part of their MAP (Manual of Advice & Procedures). These documents use correct legal terminology to ensure that you are legally covered should you come across a problem Customer.

As these documents change from time to time, it is recommended that all SSAA members renew their membership when it falls due; thus allowing you to access the most recent version of these documents.

Note: To access these documents, you will need to log in to the SSAA website using your SSAA username & SSAA password. Only current SSAA members are provided access.

 

What's in the current pack?

The following documents (from the SSAA's Australian MAP pack) have been StorManized. As such, when you download & open the .zip file from the SSAA's member website, you will find the following files inside...

Document name Document available in StorMan Filename (in .zip file) Updated Version*
AGREEMENTS        
STANDARD Storage Agreement
  • Blank version for handwriting
  • AutoFill version
Blank: Standard Agreement Blank.4W7
Autofill: Standard Agreement Autofill.4W7
31/03/2016
31/03/2016
v3.2 (SSAA 2015.v1)
v3.2 (SSAA 2015.v1)
MANAGED Storage Agreement
  • Blank version for handwriting
  • AutoFill version
Blank: Managed Agreement Autofill.4W7
Autofill: Managed Agreement Blank.4W7
31/03/2016
31/03/2016
v3.0 (SSAA 2016.v1)
v3.0 (SSAA 2016.v1)
MOBILE Storage Agreement
  • Blank version for handwriting
  • AutoFill version
Blank: Mobile Storage Agreement Blank.4W7
Autofill: Mobile Storage Agreement Autofill.4W7
31/03/2016
31/03/2016
v3.0 (SSAA 2016.v1)
v3.0 (SSAA 2016.v1)
TRAILER HIRE Agreement
  • Blank version for handwriting
  • AutoFill version
Blank: Trailer Agreement Blank.4W7
Autofill: Trailer Agreement Autofill.4W7
31/03/2016
31/03/2016
v1.1 (SSAA 2014.v1)
v1.1 (SSAA 2014.v1)
TRUCK HIRE Agreement
  • Blank version for handwriting
  • AutoFill version
Blank: Trailer Agreement Blank.4W7
Autofill: Trailer Agreement Autofill.4W7
31/03/2016
31/03/2016
v1.1 (SSAA 2014.v1)
v1.1 (SSAA 2014.v1)
DELIVERY ACCEPTANCE Agreement
  • Blank version for handwriting
  • AutoFill version
Blank: Delivery Agreement Blank.4W7
Autofill: Delivery Agreement Autofill.4W7
31/03/2016
31/03/2016
v1.1 (SSAA 2009.v1)
v1.1 (SSAA 2009.v1)
         
OTHER DOCUMENTS        
7 day overdue letter
(STANDARD Agreement)
  • Print version
  • Email version
Print: 7 Days Late - Standard.4W7
Email: 7 Days Late - Standard.4e7
11/11/2014
11/11/2014
v2.0
7 day overdue letter
(MANAGED Agreement)
  • Print version
  • Email version
Print: 7 Days Late - Managed.4W7
Email: 7 Days Late - Managed.4e7
31/03/2016
31/03/2016
v2.1
14 day overdue letter
(STANDARD Agreement)
  • Print version
  • Email version
Print: 14 Days Late - Standard.4W7
Email: 14 Days Late - Standard.4e7
11/11/2014
11/11/2014
v2.0
28 day overdue letter
(STANDARD Agreement)
  • Print version
  • Email version
Print: 28 Days Late - Standardt.4W7 11/11/2014 v2.0
5 month overdue letter
(MANAGED Agreement)
  • Print version
  • Email version
Print: 5 months Late - Managed.4W7 31/03/2016 v2.1
Notice to liquidator
(STANDARD + MOBILE Agreement)
  • Print version
  • Email version
Print: Notice to Liquidator - Mobile & Standard.4W7
Email: Notice to Liquidator - Mobile & Standard.4e7
11/11/2014
11/11/2014
v2.0
Notice to liquidator
(MANAGED Agreement)
  • Print version
  • Email version
Print: Notice to Liquidator - Managed.4W7
Email: Notice to Liquidator - Managed.4e7
31/03/2016
31/03/2016
v2.1
Notice to trustee
(STANDARD Agreement)
  • Print version
  • Email version
Print: Notice to Trustee - Standard.4W7
Email: Notice to Trustee - Standard.4e7
31/03/2016
31/03/2016
v2.1
Notice to trustee
(MANAGED Agreement)
  • Print version
  • Email version
Print: Notice to Trustee - Managed.4W7
Email: Notice to Trustee - Managed.4e7
31/03/2016
31/03/2016
v2.1
Credit Card Authorisation
  • Print version
  • Email version
Print: CC Auth Form.4W7
Email: CC Auth Form.4e7
11/11/2014
11/11/2014
v2.0
Notice for immediate entry
  • Print version
  • Email version
Print: Notice for Immediate Entry.4W7 31/03/201 6 v2.1
Lock break authorisation
  • Print version
  • Email version
Print: Lock Break.4W7
Email: Lock Break.4e7
11/11/2014
11/11/2014
v2.0
Termination notice
  • Print version
  • Email version
Print: Termination Notice.4W7
Email: Termination Notice.4e7
31/03/2016
31/03/2016
v2.1
Notice for entry in 14 days
  • Print version
  • Email version
Print: Notice for Entry in 14 Days.4W7 31/03/2016
31/03/2016
v2.1
Notice for entry in 21 days
  • Print version
  • Email version
Print: Notice for Entry in 21 Days.4W7
Email: Notice for Entry in 21 Days.4e7
31/03/2016
31/03/2016
v2.1
Privacy Disclosure Statement
  • Print version
  • Email version
Print: Privacy Disclosure Statement.4W7
Email: Privacy Disclosure Statement.4e7
11/11/2014
11/11/2014
v2.0
Privacy Policy
  • Print version
  • Email version
Print: Privacy Policy.4W7
Email: Privacy Policy.4e7
11/11/2014
11/11/2014
v2.0

* To ensure you are using the most recent version of a document, check the version of your installed documents by comparing the version number in the footer. Not all documents are available in email version, as some must be sent via registered post.

 

What does AutoFill mean? Why does it save me time & effort?

If you complete your SSAA Agreements by hand, it means that you will have to re-enter all of the information into StorMan manually. This takes time (due to double-entry) and may result in human error. By using our AutoFill Agreements (included in the StorManized version of the SSAA's current MAP pack), most of the information on the SSAA Agreements can be automatically entered by StorMan! This saves time - and data only needs to be entered once!

Using them is easy - just enter the Customer information into StorMan (ask your Customer for their info along the way), then print the relevant SSAA Agreement (the AutoFill version) from StorMan - most of the fields will automatically contain the relevant information. The Customer then reads & signs it (as required by the SSAA) and you're done!

 

Installation Instructions

  1. Download the SSAA MAP Pack (for Australia) from the SSAA's website.Note: You will need to log into the SSAA website to obtain this file . Please contact the SSAA if you do not have this information handy.
  2. Once the file has downloaded to your computer, unzip it to somewhere you'll remember (such as your computer's desktop).
  3. Open StorMan, then select Maintenance, Notice Plans.
  4. From your list of Notices on the screen, double-click (to open) the first one that you wish to update to the new version. Note: If you are adding these Notices for the first time, click Add New and create a new Notice first (more on creating Notices: #NTCSNDINV01). You may like to put forms (such as the Agreement documents), on Notice Plan 9.Note: Refer to the table above to see which documents have been updated.
  5. Select the Notice Design tab.
  6. To replace a printed (Letter) notice with a new one, click Click here to open 4D Write area to open the document editor. Select File, then Open and navigate to the folder where you unzipped the files from Step 2. Select the file that corresponds to the letter template that you wish to import (refer to table above for filenames). The letter will now open; adjust as required and select File, Return to Form to save & close the letter. Click OK to return to the main listing of notice plans. Repeat this process for any other letters that you need to update to the new version. Note: Some letters may need editing - eg: the insertion of certain fee amounts.
  7. Click Edit Email Design to open the email editor. Click the Import icon (at the top-right of the window) and navigate to the folder where you unzipped the files from Step 2. Select the file that corresponds to the email template that you wish to import (refer to table above for filenames). The email will now open; adjust as required (use Preview to view a sample of your message) and click OK when done. Click OK again to return to the main listing of notice plans. Repeat this process for any other emails that you need to update to the new version. Note: Some documents may need editing - eg: the insertion of certain fee amounts, insertion of company details, etc

 

My list of Notices is long & confusing! How can I sort it out?

You may wish to name your notices using the following naming system - this will make it easier for your staff to know which notices are Agreements and which are just standard documents. This naming system will also let you distinguish which notices are meant for Managed Agreements and which are meant for Standard Agreements.

In the example screenshot below, we have named our notices using the following convention...

  • Notices that are Agreements start with the letter "A"
  • Agreements (ie. notices that start with the "A"; as outlined above) that have StorMan References embedded end with "AF" - for AutoFill.
  • Notices that are Generic Letters start with the letter "G" (you may also like to use this identifier for your own notices)
  • Notices that are meant to be used with the Managed Agreement start with the letter "M"
  • Notices that are meant to be used with the Standard Agreement start with the letter "S"

 

Screenshot example:

Sample naming convention for notices

 

How can I add my logo to the printed notices?

Before doing so, keep in mind that many of the documents JUST fit on the page. Adding your logo will likely bring parts of the document onto an additional page - so some adjustment may be required.

  1. If you wish to proceed, start by placing / inserting your company logo into a blank Microsoft Word document.
  2. Resize the logo to match your requirements; it will need to be quite small.
  3. Select the logo, and choose the option to "Copy" it to the clipboard (CTRL + C on Windows, or COMMAND + C on Mac).
  4. Over in StorMan, select Maintenance, Notice Plans and then open the notice in question.
  5. Select the Notice Design tab, then click Click here to open 4D Write area to open the document editor.
  6. Ensure you are viewing the document in Page view; you can do so by selecting View, then Page. This view makes it easier to work with images.
  7. Selection the option to "Paste" the logo into the document from the clipboard (CTRL + V on Windows, or COMMAND + V on Mac).
  8. A dialog will appear, asking you how you'd like to place the image - select the option to Paste Picture in Text flow. With your logo highlighted, you can drag it around or resize it as required. You can also use the alignment tools (Left / Center / Right) to position the logo against a certain part of the page. Tip: Holding SHIFT while resizing the image will keep the images proportions intact.
  9. Once placed as needed, select File, then Return to Form. Click OK and repeat the process for any other printed notices that require the logo to be inserted.
  10. When finished, click Done to close.

 

Video:

On Thursday 21st March, 2013 we held a free StorMan PowerSession webcast on the topic of Downloading & Setting-up the SSAA's Privacy Document in StorMan. You can download / view the webcast recording below...

 

 


 

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