How to

Print Vote-by-Mail Referral Letters

Your Voter Focus system can be optioned to automatically schedule a Vote-by-Mail Referral Letter to all voters whose mail ballots are referred to the canvassing board. The letter will note the referral reason. This option is set in VOTER FOCUS ADMIN > System Options > Vote by Mail > Send Absentee Referral Letter. Once letters have been scheduled, you will want to print them and send them to the affected voters.

To print scheduled vote-by-mail referral Letters:

1.     Go to PRINTING > Notices Queue.

2.     On the Notices Queue dialog, select Show All Operator's Notices.

3.     Under Notice Type, highlight Absentee Reject Letter. and click Select Notice.

Note  The notice might have a different name in your system, but the Notice Type on the Document Maintenance dialog is always 19 for these notices, regardless of the notice name.

4.     Select the precincts you want to run notices for.

5.     On the Print Notice Run Parameters dialog, select a sort option for the mailout and any other of the options you want for this run. Click OK.

6.     Click Print Selected Notice Type.

7.     Select the election you want to run notices for and click OK. The Notices Queue dialog will display the message Fetching Notices to be Printed.

8.     When the letters have printed, click Update to update voter records with a record that the letter was sent to them.