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Form Builder - Adding US Mailing Address to Inspection Form

Purpose Statement

This feature enables Fire/EMS departments to add standardized business addresses to inspection forms, allowing for direct mailing of inspection reports using standard #10 window envelopes through the United States Postal Service. This streamlines the inspection notification process and ensures professional correspondence delivery.

Background Information

The US Mail Format Tag is a specialized form element designed to create properly formatted mailing addresses that align with standard #10 window envelope specifications. This feature is particularly valuable for fire prevention bureaus and inspection departments that need to mail official inspection reports, notices, or citations to business owners and property managers. The automated address formatting reduces manual data entry errors and ensures consistent professional presentation across all mailed documents.

Required Permissions

  • Form Builder Access: Users must have permissions to access and modify inspection forms
  • Inspection Module Access: Permission to view and edit inspection forms
  • Form Management: Ability to create, edit, and save form configurations

Video


Step-by-Step Guide




1. Click on Inspections


Click on Inspections



2. Click on Form Builder List.


Click on Form Builder List



3. Click on edit for the form you wish to add the mailing address to, or, this can be done from a newly created form (proceed to step 4).


Click on edit for the form you wish to add the mailing address to. Or, this can be done from a newly created form (proceed to step 4).



4. Click on Add just below the Header.


Click on Add just below the Header.



5. Click on US Mail Format Tag (at bottom of the dropdown menu).


Click on US Mail Format Tag (at bottom of the menu).



6. Click on Tune.


Click on Tune.



7. Select the Plus (+) sign 5 times.





Notes
Note: As an option, click 7 times to add a 4th element in the left column to add a company name at the top of the address block.
Warning
Warning: Adding more the 4 elements in the left column will create more rows than can be viewed in a standard #10 business envelope with window.



8. This will be the result of the step above. In the left hand column select each drop down in this order: Top - Mail - Billing Invoice Contact, Middle - Mail - Billing Street Number and Name, Bottom - Billing City, State, Zip.






9. This will be the result of the step above.


This will be the result of the step above.



10. Click on Tune for the dtf_fire_inspection_type Inspection Result line.


Click on Tune for the dtf_fire_inspection_type Inspection Result line.



11. Click on Move down arrow once to move this element below the Mail Form Block.


Click on Move down arrow once to move this element below the Mail Form Block.



12. #10 Envelope template for reference:






13. Click on Save to save the update Inspection Form


Click on Save to save the update Inspection Form


Notes
Note: It is recommended that you print a test Inspection Form to paper for proper fit into a #10 Business envelope with window.  If the address block needs moved down, add a delimiter above the address block. 


Best Practices

Address Block Positioning:

  • Maintain the standard 3-element address format for optimal window envelope compatibility
  • Test print forms before deploying to ensure proper envelope window alignment
  • Use delimiters for fine-tuning address block vertical positioning

Field Mapping Accuracy:

  • Always use the specified field mapping sequence to ensure consistent address formatting
  • Verify that billing contact information is current and complete
  • Double-check city, state, and ZIP code accuracy for postal service compliance

Form Testing:

  • Print test forms on actual letterhead before finalizing configuration
  • Verify address visibility through #10 window envelopes
  • Confirm all required inspection information remains clearly visible

Troubleshooting & FAQs

Q: The address doesn't appear correctly in the window envelope A: Add a delimiter element above the address block to adjust vertical positioning, or verify that you're using standard #10 window envelopes.

Q: Can I add more than 4 address elements? A: While technically possible, adding more than 4 elements may cause the address to extend beyond the window envelope viewing area, making portions of the address invisible.

Q: The inspection result information disappeared A: Use the Tune function and Move arrows to reposition the inspection result element below the mail format block.

Q: Address fields are showing as blank A: Verify that the billing contact information is properly populated in the system and that the correct field mappings are selected in each dropdown.