Organising folders

Introduction

The template registry is where the AutoMail templates are stored and maintained. The templates are organised into subfolders, in the left-hand pane of the screen. The right-hand pane of the screen shows the available templates when a folder on the left is selected. This section covers how to organise templates within AutoMail.

To access this screen, go to AutoMail and click Templates from the Letter Request Browser.

It may be desirable to organise templates so that they are grouped into related areas of work.

For example:

• Accounts

• Audit

• Tax

• Engagement

• Payroll

• Marketing

At the end of this topic, you will be able to:

• Create new folders

• Move templates between folders

• Rename folders

• Delete existing folders

Creating a new folder for templates

It is possible to add additional folders in which to organise your templates from the letter template maintenance screen.

To create a new folder:

1. Click on Group | New Group

2. Type in a name for the new folder.

3. Click anywhere outside the highlighted description box.

Moving templates between folders

Once a template has been created, it is possible to move it between folders.

To move a template into a folder:

1. Click on the folder the template is in.

2. Click on the template to highlight it.

3. Click and hold the mouse button.

4. Drag the item into the desired folder.

5. Release the mouse button.

It is possible to move multiple templates in exactly the same way. It is possible to select multiple templates by using the Ctrl or Shift key.

Renaming folders

It is possible to change the name of a folder at any point.

To rename a folder:

1. Click on the folder to be changed.

2. Click again on the folder name.

3. Type in the new name for the folder.

4. Click anywhere outside the highlighted description box.

Deleting folders

To delete a folder it must be empty. If there are any templates or folders within the folder to be deleted, they must all be moved (see above) or deleted first.

If you wish to find any documents generated using the template you want to delete:

1. Click Close (to return to the Letter Request Browser).

2. Click Search.

3. Click the Clients tab - ensure all fields are empty.

4. Click the Items tab.

5. Click on the magnifying glass next to Select template.

6. Select the folder to be deleted.

7. Click on the template to be deleted.

8. Click Select.

9. Click the Link tab.

10. Select the Added and Actioned option.

11. Set 'Assigned to' box to Anyone from the drop-down menu.

12. Click Find.

13. Select the documents you wish to delete.

14. Right-click, then click Delete.

15. If available choose whether to keep the physical file by selecting 'Delete Physical Item' or 'Retain Physical Item' from the drop-down menu in the Action column.

16. Click Continue.

17. Click Close.

To delete a folder:

1. Click on the folder to be deleted.

2. Click Group | Delete