4.1. Developing or Revising Letter Templates
[Tip] Tip: The templates which are used for composing invoices and reminders are accessible through a different screen.
Administration -> Source Data -> Invoice Template
This manual does not yet contain information on revising invoice templates.
[Belangrijk] Important
Merge fields in Word, Office 2003: Choose your default toolbar ‘Add/ Insert’ and subsequently ‘Field’. A new window is opened. Under ‘Fieldname’, choose ‘MergeField’. Under ‘FieldProperties’, you can add your desired code. Now click OK to add that particular field to your template.
Merge fields in Word, office 2007:
Open the ‘Add/ Insert’ tab. From the ‘Text’ field select ‘Quick Parts’. Now select the ‘Field’ option. A new window appears. Under ‘Fieldname’, select ‘MergeField’. Under ‘Fieldproperties’, you can insert your desired code. Now click OK to add the concerning field to your template.
For more information on using merge fields consult the help function or consult the manual of your word processor.
[Tip] Tip: There are several default templates available for letters, faces, quotations and other types of documents. A number of these have been predefined. You can find additional ones under the New button as shown in the example. These templates can be revised based on your own preferences.
4.2. Creating new letter templates
Manage -> Company Settings -> Templates -> Letters -> Click on New
Select a ‘type’ when creating a new template and assign an intelligible title for future reference.
Specify ‘Type’ for new template and assign an intelligible name for future reference. You may also specify whether the template should be accessible for all users in your BaseNet environment or limited to for example a particular department or employee.
Create a new .RTF document and save it on your computer’s local hard drive in order to be able to easily access it at a later time. Enter your desired texts and template codes. Revise the document’s layout if desired and save the file (as an RTF document!) once again.
Return to the ‘Email Template Maintenance’ screen of the template which you have just revised. Click on ‘Browse’ behind the ‘File’ button. Navigate towards the revised source file which you have just worked on and select it. Now click on Save or Save/ Close to make the changes to take affect.
A message will appear stating that your changes have been saved.
The template is ready for use. You may perform a precautionary test by composing a new letter. For more information on composing a letter consult the “Composing a Letter” section of this manual.
4.3. Revising Existing Letter Templates
When generating your BaseNet account a number of default templates were added to your environment. These default templates are suffice in regards to most standards. You may access additional default templates by going to the New button as shown in the example. You may want to use a different font when changing certain margins according to your preferred wishes.
Manage -> Company Settings -> Templates -> Letters -> Click Search
Select the templates which you wish to revise and click Edit.
A new window appears. Click the Download Template button and save the template’s source file on your computer’s local hard drive in order to be able to easily access it at a later time. Open the file with for example Microsoft Word.
Make the desired changes and save the new source file. When doing this make sure to save using the .RTF file extension.
Return to the ‘Letter Template Maintenance’ screen of the template which you have just edited. Click on the ‘Browse’ button next to the ‘File’ label. Navigate towards the source file which you have edited and select it. Now click on Save or Save/ Close in order to make the changes to take place.
A message appears confirming that the changes have been saved.
The template is ready to be used. You may want to test the template first by composing a new Letter. For more information on composing Letters consult this manual’s Letter article.
