How do I setup my own custom AutoMail templates?

Introduction

When you create your own bespoke AutoMail templates you may have some contents that are the same in all of your letters. For example:

To prevent you from having to repeat entering these details each time you create a new template, it is recommended that a base template is created.

This is done by first creating a template and calling it 'XXXX Base template' ( XXXX being the name of your company). In this example, XXXX will be 'Smiths'. You may enter contents that are common to all letters, such as header and footer, Contact name, address details, date, references and salutations.

When you create any new templates in the future you may then select the option Based on and then select your Smiths base template. For example, you may wish to create a tax return cover.

Your contents will automatically be displayed and you will then need to enter the body of the template.

Setting Up A Base Template

To set up a base template:

  1. Log on to IRIS AutoMail from the IRIS Main Menu

  2. The IRIS AutoMail - Letter Request browser screen displays, select the New Templates icon on the toolbar.

  3. The New Template Maintenance screen displays. Enter the description of the template. For 5. example, XXXX's Base Template.(XXXX being the name of your company).

  4. From  the Context Type drop down list select Client.

  5. Click OK.

A blank Microsoft Word template displays for the required details to be entered.

Inserting the Contents

Once you have setup your template you may want to insert some common features that will be displayed in all templates. Below are some examples of what you may wish to insert.

  1. Header and footer

  2. How to setup contacts on a client and a template

  3. How to insert address details

  4. How to insert date details

  5. How to insert references - Our Reference, Your Reference

Below are some useful KnowledgeBase articles to help set up the base template.

  1. Word Skills for AutoMail (KB 6864)

  2. How to insert tags (KB 6785)

  3. How to see field codes (KB 1490)

Once all tags have been entered minimise MS Word, click Save in the Tag Selection screen.

Create a new template using your base template

To generate a template from a base template:

  1. Log on to IRIS AutoMail from the IRIS Main Menu

  2. The IRIS AutoMail - Letter Request browser screen displays, select the New Templates icon on the toolbar.

  3. The IRIS AutoMail - Letter template maintenance screen displays, on the left hand side click on the folder that you would like to save the template to. For example, User Templates folder.

  4. Click  New Template.

  5. The New template screen displays, enter a description in the Template Description field.

  6. Click on the spy glass in the Based On field.

  7. The AutoMail - Select Screen displays, locate the your custom base template and click  Select.

  8. Ensure the correct context type is being displayed. For example, if you want to create a template targeting Business Clients, click on the down arrow and select Business.

  9. Click OK.
    The template will then be displayed.

  10. Make the relevant amendments to the template, for example after the salutation; enter the body of the letter. Minimise MS Word and click Save in the Tag Selection screen.

 

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