Document Template Manager

You can use the Document template manager (DTM) to create and maintain Printed, Email, and Write-up correspondence templates without needing to contact Customer Support .

Note: The DTM requires Microsoft Word to operate.

From Control panel, select Settings. On the Document template manager tile, select Manage templates.

The DTM contains all of your templates. Select a Record type in the left pane to see all associated templates in a list.

Note: Certain Record types, such as Check templates, only display if the appropriate module is included in the configuration file.

Select the Record type in the left pane, then select New template. Enter a name and description for the new template, select a template type, then select Save. The Select available fields from field defaults to whichever Record type you chose, but you can change that by selecting the drop-down and choosing a different Record type.

Select fields displays a list of fields you can choose from. Add up to 55 Merge fields, then select Save.

Note: Currently, you can't add new Check templates. However, this feature will be available in the future.

You can edit records marked as Printed records in the Document template manager without downloading or uploading.

Open the menu beside the template you wish to modify. Select your template from the list, and from the context menu select Open in Office for the web.

Tip: You can Insert merge fields with the flyout and add new merge fields if they are not included in the default list. Once your changes are made, it will automatically save them.

Note: To use the Open in Office for the web feature, you must have Microsoft Office 365 installed on your computer.

You can recreate headers to rebuild the header merge file for all the templates in a selected letter event. From the Document template manager, select a Record type, then select Recreate headers. Select Yes on the confirmation modal to recreate all the merge headers for letter templates associated with the selected record type letter event.

The options available in a template's menu depend on the template type (Email or Printed).

  • Open: Opens the selected email template in the template editor.

    Note: For existing email templates it is recommended that you move anything that is currently in the Email heading or Email close sections to the Email body section. Doing so, will ensure that unintentional blank lines are not added to the generated email.

  • Open merge fields: Launches the Merge field selection form where you can edit the merge fields included in the template.

  • Copy template: Saves a copy of the selected template.

  • Rename template: Enables you to change the name or description of the template.

  • Delete template: Deletes the selected template from the correspondence library.

  • Download: Downloads the .doc file and the .mrg file to your Downloads folder on your computer.

    • Warning: When you download a template file, a .doc and .mrg file are placed in your Downloads folder on your computer. We recommend you leave the files in your Downloads folder. However, if you must move the document, be sure to copy and paste both files into the new desired location. If both files are not in the same location, the merge fields won't be available in the Word document.

    Finally, don't change the names of the files, as this will cause them to fail to upload.

  • Upload: After you download and make changes to an existing Printed template, you can upload the changed .doc file.

    Warning: Do not change the name of the file, as this will cause it to fail to upload.