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      How to Download Letters for Your Customer Notifications

      This article walks through how to download letter templates and send them yourself to meet LCRR requirements for annual customer notifications.

      You can send out annual notifications to residents with unknown, lead, or galvanized requiring replacement (GRR) service lines by leveraging your inventory data. With 120Water's PWS platform, you can quickly filter, download, and manage notifications based on EPA classifications, ensuring timely and accurate communication for annual regulatory compliance. 

       

      Step-by-Step Guide

      1. Navigate to the Inventory Tab

      • Start by logging into your 120Water platform and locating the Inventory tab. Here, you’ll find a comprehensive breakdown of all your inventory data.

      2. Applying a Filter for EPA Reporting Category

      • Click the Filter icon on the right side of the page.
      • From the filter options, select EPA Reporting Category. This enables you to refine your list based on classification, such as:
        • Galvanized Requiring Replacement (GRR)
        • Lead Status Unknown
        • Lead
        • Non-Lead

      3. Selecting the Inventory Category for Communication

      • Once the filter is applied, choose the specific category you need to address, such as Lead or Galvanized Requiring Replacement.

      Note: If you’re sending communications to multiple categories, you will need to download notices by category (one at a time).

      4. Selecting All Records in a Category

      • Toggle the Select All option under the filter. This ensures all addresses in your chosen category are selected, even those on subsequent pages.

      5. Sending Communications

      • With all relevant locations selected, click Send Communication on the right-hand side.
      • A popup will appear. Choose Download to prepare letters for printing and distribution.

      6. Downloading Letters

      • If your organization has only the communications module without automated letter sending, the Download option will be the only option available. 
      • Select a communication template from the dropdown list provided. You can preview the letter to ensure accuracy and content alignment.
      • Once confirmed, click Next and then Generate PDF.

      7. Monitoring and Downloading the PDF Batch

      • After selecting Generate PDF, you’ll see a download status update.
      • Once the download is processed, select Download Batch to obtain a ZIP file containing all your letters.

      8. Printing and Distributing Notifications

      • Open the ZIP file, print the letters, and distribute them to the appropriate recipients as necessary.