How to Set Up a Communications Program

Annual notice programs help utilities track required notices. In PWS, you can create a program and bulk import locations to streamline communication and compliance.communication and regulatory compliance.

Why Use an Annual Notice Program

• Improves transparency with residents
  
  
• Helps you track when and where notices are sent
  
  
• Keeps records organized and accessible
  
  
• Supports regulatory compliance
  
  

How to Create the Program + Bulk Import Locations

Here’s how to set this up in PWS, step by step:

1. Go to the Programs Section
   
   
   • Log in to PWS.
     
     
   • Navigate to Manage Communications Program or wherever Programs are listed in your account.
     
     
2. Create a New Annual Notice Program
   
   
   • Click “Create Program” (or similar).
     
     
   • Name the program something clear and identifiable (for example, “Annual Notice 2025”).
     
     
   • Configure any settings or details required (e.g. frequency, templates, etc.).
     
     
3. Prepare Your Locations List
   
   
   • Grab the list of locations you want included in the program.
     
     
   • Make sure each location has needed address or identifying data filled in PWS (service or mailing address, etc.).
     
     
4. Bulk Import Locations
   
   
   • Find the option to Import Locations in the program setup (or after—you can often add locations later).
     
     
   • Use a spreadsheet (e.g. CSV format) with the required fields.
     
     
   • Upload the file.
     
     
   • Map any columns (in your spreadsheet) to the matching PWS location fields (e.g. “Address Line 1”, “City”, “Zip”, etc.).
     
     
   • Confirm the import.
     
     
5. Review Imported Locations
   
   
   • After import, check the program to ensure the correct locations appeared.
     
     
   • Fix any problematic ones (missing addresses, duplicates, etc.).
     
     
6. Assign or Prepare Annual Notice Template
   
   
   • Link a letter template to this program if you want notices sent out automatically or in bulk.
     
     

Key Notes & Best Practices

• Make sure location address data is accurate before import—incorrect or missing data can cause delays or errors.
  
  
• Use clear names for programs so you can clearly see which notices are tied to which years or purpose.
  
  
• Once the program is set up with locations, tracking in PWS will show which letters have been or need to be sent.
  
  
• Bulk import is especially helpful when dealing with many locations, so you don’t have to add them one by one.

If you have any questions, reach out to support@120water.com.