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After sending letters in PWS, you can access them in two ways: Bulk Downloads, which lets you grab all letters from a batch at once, and the Letter Log, which shows each letter individually for searching, verifying, or resending.
Bulk Downloads
What It Is
- Groups together all letters from a single bulk send into one downloadable zip file.
- Each letter inside the zip is its own individual PDF.
When to Use It
- When you need to download and print a large batch of letters yourself.
- Ideal if you are sending them manually through the mail instead of having 120Water mail them for you.
Example
- If you sent 300 letters to everyone with a lead line, you could download one zip file from Bulk Downloads that contains all 300 letters at once.
Where to Find It
- Go to the Communications area
- Click the Bulk Downloads tab
- Locate your batch and click the download icon
Letter Log
What It Is
- Shows every individual letter that has been generated or sent from your account.
- Each row represents one letter to one location.
When to Use It
- When you need to find or verify a specific letter that was sent.
- When you need to download only a few letters from a larger batch.
- Useful for auditing or proving that a specific location received their letter.
Example
- If you sent 300 letters, the Letter Log will show 300 separate entries (one for each location).
- You could search by address, find the exact letter, and download or resend it.
Where to Find It
- Go to the Communications area
- Click the Letter Log tab
- Use search, filters, or date sort to locate your letter(s)
Status’ on the Letter Log
📝 Created
We’re preparing your letter. If it stays here for more than one day, contact support for help.
⚙️ Processed
Your letter is ready as a PDF and waiting to be either downloaded or sent by 120Water. If it stays here for more than one day, contact support.
📤 Queued
Your letter has been sent by 120Water and is now in the mail system. The status will update as we receive progress updates, such as Delivered or Returned to Sender.
📬 Delivered
- Download: The PDF is complete and ready in your .zip file for batch downloads.
- Sent by 120Water: USPS has confirmed delivery to the address.
❌ Process Error
Something went wrong when creating the PDF. This usually means there’s an issue with the template or the data being used. Check the template preview and confirm there aren’t unusual characters in the data. Hover over the status in the app for details, or contact support.
🚫 Queue Error
The letter could not be sent. This is often due to an invalid mailing address or a missing return address. Check the address information, hover over the status for details, or contact support.
⚠️ Delivered Error
This should rarely happen. It means there was an issue adding the file to your .zip for batch downloads. Contact support if you see this.
🛑 Canceled
A user on your account canceled the letter.
⏳ Cancel Started / Cancel In Progress
A cancellation was requested and is being processed. If it stays here for more than one hour, contact support.
❗ Canceled (Send Error)
A cancellation was requested, but the letter could not be stopped (likely because it had already been printed or mailed). Contact support if you see this often.
Key Differences
- Bulk Downloads = Batches
- One file containing many letters
- Great for printing and mailing large sets
- One file containing many letters
- Letter Log = Individuals
- One row per letter sent
- Great for finding a specific letter, verifying, or resending
- One row per letter sent
Pro Tips
- You can multi-select in the Letter Log to download just a few at once.
- Use the search bar or date filter to quickly find recent or specific letters.
- Both sent and downloaded letters will appear in the Letter Log.
If you have any questions, reach out to support@120water.com.