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Setting up the United Kingdom SSAUK Notice pack (#NTCSSAUKNP01)

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
  • This article only applies to SSAUK members.

About the SSAUK Notices Pack

The Self Storage Association of the United Kingdom (SSAUK) publishes a pack of documents for its members. 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 (as they have in October 2012), it is recommended that all SSAUK members renew their membership when it falls due; thus allowing you to access the most recent version of these documents.

 

What's in the current pack?

The following documents (from the SSAUK) have been StorManized. As such, when you open the .zip file from our website, you will find the following 12 files inside...

Document name Document type available in StorMan Filename (in .zip file) Version*
Agreements:      
Self Storage Agreement
  • Available with blank lines, for completion by hand
  • Available with StorMan References (AutoFill)
agreement-blank.4w7
agreement-autofill.4w7
v1.0
v1.0
Licence Agreement
  • Available with blank lines, for completion by hand
  • Available with StorMan References (AutoFill)
licenceagreement-blank.4w7
licenceagreement-autofill.4w7
v1.0
v1.0
Generic Documents:      
Reminder notice
  • Document can be used in StorMan
reminder-print.4w7
reminder-email.4e7
 
Late notice
  • Document can be used in StorMan
latenotice-print.4w7
latenotice-email.4e7
 
Standing Order document
  • Available with blank lines, for completion by hand
  • Available with StorMan References (AutoFill)
standingorder-blank.4w7
standingorder-autofill.4w7
v1.0
v1.0
Terms & Conditions of Stored Goods
  • Document can be used in StorMan
termsandconditions-print.4e7
termsandconditions-email.4e7
v1.0
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.

 

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

If you complete your SSAUK 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 SSAUK's current agreement), most of the information on the SSAUK's 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 SSAUK 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 SSAUK) and you're done!

 

What if I don't have StorMan v9.1?

Although the notices in the current StorMan MAP pack are designed for use with StorMan v9.1 and above, you can still use them in older versions of StorMan. The only difference to the Installation Instructions below is that you will be unable to open any of the EMAIL templates mentioned in the table above (the .4e7 files). Instead, to get email versions of your letters, you will need to...

  1. Open the printed version of the letter in StorMan.
  2. Highlight all of the text with your mouse (or use CTRL + A on PC or COMMAND + A on Mac).
  3. Copy the text to the computer clipboard (using CTRL + C on PC or COMMAND + C on Mac).
  4. Paste the text into the email editor (using CTRL + V on PC or COMMAND + V on Mac).

 

Installation Instructions

  1. Download the "StorMan SSAUK Notice Pack".
  2. Once the file has downloaded to your computer, unzip it to somewhere you'll remember (such as your computer's desktop). There should be 12 files contained within the .zip file.
  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. To replace an electronic (Email) notice with a new one, first take note of the following: If you run StorMan v9.1 (or higher), please proceed with Step 8 below... if you DO NOT run StorMan v9.1 (or higher), please refer to the important information provided above in the section entitled "What if I don't have StorMan v9.1 yet", as the procedure for creating email versions of these notices is slightly different. Note: This is due to the new HTML email editor in StorMan v9.1 (and above); the email templates are not compatible with the old email editor.
  8. If you run StorMan v9.1 (or higher), 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 emails may need editing - eg: the insertion of certain fee amounts.

 

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 generic 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 Documents start with the letter "G" (you may also like to use this identifier for your own notices)

 

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.

 

 


 

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