Creating Stationery for Word

Any stationery used within your practice can be set up within FYI and used when creating Word documents.

FYI installs some sample documents that you can use as a basis for setting up your own Stationery files. You can download these and make changes as required.

Stationery can only be set up and maintained by an FYI administrator, or by a user who is in a User Group that has Administer Templates enabled (refer to Managing User Groups).

You can also create Email Signatures which can be used to include your company logo and sign-off information such as the name, email and phone numbers of the author of the email. Refer to Adding Email Signatures to FYI.

Steps for Creating FYI Stationery

The following is a summary. See below for details.

1. Create the Word document, or locate the existing file, that will be used as the FYI Stationery. This can contain any images (for example, your company logo) and any text to bring into the header, footer or body of a document when a Word document is created in FYI. 
   
   Add a "Body" bookmark to the Word document. When using a Template as well as the Stationery, the bookmark indicates where to include the text and any merge fields from the Template.
   
   If required, you can include Merge Fields in the Word document.
   
   
2. Create the Stationery in FYI.
   - Enter a name for the Stationery.
   - Set the Stationery State to "Published" to make it available when creating documents.
   - Add the prepared Word document to the FYI Stationery.
   - Save the FYI Stationery.

The Stationery can now be used when creating Word documents.

Creating Stationery in FYI

Once you have the Word document prepared, create the Stationery in FYI and select the relevant Word document.

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Documents.
3. Go to the Stationery tab.
   
4. Click the Add Stationery button.
   
   
   
   Name - Enter a Name for the Stationery. This identifies the stationery internally and is the name that displays when selecting the Stationery for new Word documents. Make sure this clearly describes when the Stationery would be used. When you add the Word file, the name of the template is automatically set to the name of the file.
   
   Default Delivery Status - This must be set as "Draft".
   
   State - Select the State as "Published", "Draft" or "Archived". A Stationery will only be available for selection in new documents if it has a state of "Published".
   
   
5. Click Choose a file and select from Explorer the Word document that holds the standard stationery. Or drag and drop the file.
   To delete the selected file, click the X in the top right-hand corner of the file area.
   
   
6. Click Save.
   
   FYI automatically detects that the Stationery as Word-Stationery from the type of document that is selected as the file to use.

Updating Stationery in FYI and Downloading Sample Stationery

You can make any changes to Stationery by downloading the Word document, updating it, saving it and updating the changed file to the FYI Stationery.

FYI installs some sample documents that you can use as a basis for setting up your own Stationery files. These can be downloaded in the same way.

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Documents.
3. Go to the Stationery tab.
4. Select the Stationery (or one of the samples that are installed with FYI).
5. In the Drawer, click the Download existing stationery link to download the existing stationery file.
   
   
6. When you click Download existing stationery, you can open the downloaded file from the link in the bar at the bottom of your browser.
7. Make any changes and save the edited file.
8. Upload the edited file to the same Stationery, or add it to a new Stationery, by clicking Choose a file and select the Word document from Explorer. Or drag and drop the file.

Creating Stationery with Merge Fields

As well as static text and images, you can include Merge Fields in your Stationery files. Merge Fields are added to the Word document that will be used as the Stationery and are used to bring in content from Xero Practice Manager and from FYI, for example, «ContactName» for the Contact Name, or «PostalAddress» for the address. 

You can also use the Merge Field to include information about the Author or the document, for example, Author Name, Author Role, Author Qualifications. Refer to Managing Users.

You can download the FYI Merge Fields.docx document with a list of these codes at the bottom of this help article. FYI also installs some sample documents that you can use as a basis for setting up your own Templates. 

Merge Fields are added to Word documents used in Stationery in the same way as those used for Templates. For full information, including how to include Merge Fields for Xero Practice Manager Custom Fields, refer to Creating Stationery and Templates for Word with Merge Fields.

Adding a "Body" Bookmark to Include Text from a Template

If users will be creating Word documents where both an FYI Stationery and an FYI Template is selected, the Stationery must include a Word bookmark to indicate where to include the text and any merge codes from the Template.

The bookmark in the Stationery must have the name Body and this needs to be inserted in the Word document that is added to the FYI Stationery.

Note: The Stationery can be used without a Template, and when this is the case, the bookmark has no effect. It is therefore recommended to add the Bookmark to all Stationery.

1. From Word, create or open the document that will be used for the FYI Stationery.
   
   
2. Position the cursor in the location where you want the text from an FYI Template to be included when this Stationery is used. This would commonly be below the letterhead, address and salutation and above the sign-off. The Bookmark is added without any other text being selected.
   
   
3. Add a Bookmark with the name "Body".
   To do this, from the Word menu, select Insert. In the Links section on the menu, select Bookmark.
   Enter the Bookmark name as "Body".
   Click Add.
4. Save the Word document.
   
   
5. Create or update the Stationery in FYI as above, and choose or drag the Word document that contains the Body bookmark.

Notes: If the Stationery does not include the bookmark, or if the bookmark is named anything other than "Body", any text from an FYI Template will not be included.