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Setting up the New Zealand SSAA Notice pack (#NTCSSAANPNZ01)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20150420 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage Edition   9.1 (and higher)   Contents / AutoFill / Installing / Re-sorting / Logo / Video
  • This article only applies to New Zealand SSAA members.

About the New Zealand 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 New Zealand 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 type available in StorMan Filename (in .zip file) Last updated Version*
AGREEMENTS        
STANDARD self storage Agreement
  • Blank-line version for handwriting
  • AutoFill version
agreement_standard-blank.4W7
agreement_standard-autofill.4W7
17/04/2015
17/04/2015
v1.0
v1.0
         
OTHER DOCUMENTS        
Personal info document (aka Privacy document)
  • Print version available
  • Email version available
generic_privacy-print.4W7
generic_privacy-email.4e7
03/11/2014
03/11/2014
v1.0

* 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.

 

Installation Instructions

  1. Download the SSAA MAP Pack (for New Zealand) from the SSAA's website.Note: You will need your SSAA username & SSAA password to download 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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