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The New templates screen is used to enter details for a new template.
To access the New Templates screen:
Log into Fees as MASTER.
From the menu select Options.
From the sub-menu, select Documents.
The Fees documents options screen will be displayed.
Click Maintain Templates.
Highlight a template and click New Templates.
Click here for a step-by-step guide to create a bespoke Fees template.
The New Template screen will be displayed.
The following options are available:
Template description
This is the name given to the template. For example, type Bespoke Invoice.
Type
This option determines whether the template will be of Old AutoMail (WordPad letter) type, in which case the template screen will open up the letter template editor, or New AutoMail (Word letter) type, which will open up Microsoft Word.
We recommend that all new templates are created using the Word letter type, via Microsoft Word. For this reason, all new templates will automatically assume the Word letter type.
Context type
The context type of a letter determines which tags from the IRIS database will be available in the Tag Selection screen. The context type selected should reflect the relevant information for the intended recipients of the letter. For example, an invoice should have the context type of Invoice. This will give you the tags for invoices, such as invoice reference, invoice net amount and more.
Default Logging type
Upon production of the document, the output of individual runs can be recorded in AutoMail or Practice Management Communication Log for later retrieval and/or reprinting. The Default Logging type determines how the requests are stored.
As a template is used there are three potential possibilities in recording the letter:
Log & Save - this will log the letter in AutoMail and Practice Management and save the physical document with the tags in.
Log only - this will log the letter request in AutoMail and Practice Management but will not save the physical document.
None - this is the option to not log or save the document as it is printed.
To/From/About
These fields allow you to specify who the letter is from, to and (where applicable) about.
For each field you may select from:
Agent
Client
Tax office
Bank
Employer
Employee
When these fields are set they can be used as search criteria when retrieving documents in the Communication Log.
Log type changeable
If this is selected then any user can change the properties for the template.
The default is to have this selected.
Treat multiples separately
Select this option if you wish to save a separate document for each client, when a multiple document run has been produced. For example, if a run of one hundred invoices are produced this will produce one hundred documents.
Deselect this option if all the letters to be saved as one document.
The default is to treat the letters as individuals (selected.
Prompt for values for empty tags
If there are empty tags within the letter at the time of generation this option will ensure the user is prompted to enter information for the tag. For example, the tag for a salutation has been included in a template but the contact has not been setup on the client database. With this option ticked you will be prompted to enter the contact information, however with the option unticked the salutation will be left blank.
The default is to have this selected.
Suppress blank lines
If a tag is empty this provides the ability to suppress the line if the tag is the only item on the line. For example, in an address field at the top of a letter, this would need to be suppressed.
The default is to have this selected.
User editable
After the template has been set up to you wish users to edit the letter template.
The default is to have this selected.
Date adjustment 1/2
You can set date adjustments for the template for the various dates contained on the IRIS database. For example, you can add 7 years to the account period end date stored in the IRIS database, to specify how long records should be kept for. Note you must select the relevant tag with date adjustment in the Tag Selection screen to make use of this feature.