7.13 Sending letters with EasyPost

When setting up EasyPost we follow a strict procedure:

1. The customer fills in the EasyPost order form and delivers this to Keypoint, which in turn delivers it to EasyPost.
2. EasyPost customer succes contacts the customer and plans an onboarding meeting to go through the EasyPost portal together.
   • During this meeting, enveloppes and three workflows will be created. In the workflows standard documents will be uploaded and adjusted to make them fit into the provided address window. Other settings will be configured during this meeting too (like choosing b/w or colour and recto/recto-verso).
3. EasyPost gives Keypoint confirmation that the onboarding is finished and the integration can be set up in Vera.
4. A first test letter should be made before sending actual letters. For this you have two options:
   • Follow the manual below to set up everything and create a first test letter.
   • Contact [email protected] or call +32 (0)2 880 20 90 to get assistance in setting up a first test.
5. After testing and configuring, letters can be sent flawlessly from Vera to EasyPost without any actions necessary.

Before you can send your first letter with EasyPost, you have to make sure to configure your letter templates. For the letter to send and arrive in your owner's mailbox there are a few things we have to take care of and keep in mind.

To configure your templates, go to teamsettings -> communication -> manual templates -> the template you want to configure.

In this template you should include the following tags:

1. {{_DisplayName}}
2. {{_AddressLine}}
3. {{_AddressPostalCode}} {{_AddressCity}}
4. {{_AddressCountry}}

These tags, if input as in the screenshot below, will match with the addressbox in EasyPost.

In your team, there should be an example of this already present. You can open this example on one screen and create a new template on your second screen, to make sure everything is in line and correct.

As double check before sending your first letters, you should turn off 'send automatically' for letters in your communication settings. 

This way, you can open your letters in 'Mailings' to see if they are formatted correctly, before you send them through to EasyPost.

Click on a letter and open the pdf file at the bottom for the selected co-owner. To be sure that this is formatted correctly, we can upload this PDF in EasyPost as the example document (without saving). This way we will see if the address fits inside the address box.

If everything looks good, you are ready to send your first letter!

Once the first letters have been succesfully sent, you can continue sending letters using these same templates without any issues. If you do create new templates, then make sure to include the address at all times.

In case you cannot get the address to fit inside the box in EasyPost, you can also use another method, but know that this is prone to error, so the above method is preferred.

If you are not able to fit the address in the box, you can upload your current template and mark it in yellow by clicking the Print - > Adres button. With this you will mark the address so the system can read it. Know that this means every letter using this template will have a cover page with the address printed on it. This is because the address does not fit in the window of the enveloppe. This adds on an extra 0.05 euro per letter sent.