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      How to Send Letters: Download vs. Send Through 120Water

      In PWS, you can either download letters to send yourself or have 120Water print and mail them for you. This article explains both options, their benefits, and where to find sent letters.

      Downloading vs. Sending Through 120Water

      Downloading Letters

      • Generates PDFs for each letter in your batch.

      • Download them as a .zip file to your computer.

      • You are responsible for printing, stuffing, stamping, and mailing them yourself.

      Sending Through 120Water

      • We generate the same PDFs, but we also:

        • Print them, put them in envelopes, and mail them on your behalf.

        • Track their delivery statuses in PWS.

        • Log which letters have been sent directly to your locations (helpful for tracking inventory notices).

      • Requires that letter-sending is included in your 120Water package.

      How to Send Letters

      1. Navigate to a Send Location
        • You can send letters from:

          • Locations page

          • Individual Location (via its Communications tab)

          • Inventory tab

          • Programs tab

      2. Select the Recipients
        • Use filters, search, and sort to get your list to exactly who you want to send to.

        • Select the rows you want to send letters to.

        • Pro tip: Increase the page size to 100 to select more at once (max is 100 per page).

      3. Click “Send Communication”

      4. Choose the Sending Method
        • Option 1: Download and send yourself
          • Select Download when asked if 120Water should send the letters.

        • Option 2: Send through 120Water
          • Select Send with 120Water to have us print and mail the letters for you.

      5. Choose Your Letter Template
        • Pick the template you want to send.

        • You can Preview it first (note: preview shows formatting only, not live data).

      6. Confirm and Send
        • If downloading:

          • The system will generate the letters and place them in the Letter Log and Bulk Downloads section for you to download

        • If sending through 120Water:

          • The system will generate and mail the letters.

          • Progress will be tracked in the Letter Log with statuses like Created → Printed → In Mail → Delivered.

      Tracking Your Letters

      • Letter Log shows all individual letters sent or downloaded, with timestamps and statuses.

      • Bulk Downloads shows your large .zip batches when you download letters yourself.

      • When sending through 120Water, you can see:

        • Which letters were created

        • When they were mailed

        • Whether they were delivered or undeliverable

      • When sending yourself, letters will only show as Generated/Downloaded (no delivery tracking).

      Key Notes

      • Downloading means you handle all printing, stuffing, stamping, and mailing.

      • Sending through 120Water means we do all of that for you and give you delivery tracking.

      • Sending through 120Water also automatically updates locations to log which letters have already been sent.

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