To ensure that emails are always presented with the format and layout required by your practice, you set up Stationery and Templates.
Email Stationery and email Templates 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).
This article is an overview of the FYI Stationery, Templates and Merge Fields that are used for Emails.
How you set up your Stationery and Templates and use these for emails depends on the requirements of your practice. It is important to understand the relationship between Stationery, Templates and Merge Fields and how they are used in combination in FYI and how they can be best utilised within your practice.
Email Stationery holds the signature information that is common to all emails. This would be anything at the bottom of an email such as your company logo and sign-off information such as the name, email and phone numbers of the author of the email.
An Email Signature is automatically applied whenever you create an email in FYI. This holds the information that is added as default to emails created in FYI.
- You set up a Default Email Signature for your practice. This is the email Signature that is used for all users that do not have an alternate Signature set in their user profile
- You can also set up additional User Email Signatures that are used instead of the practice's default. For example, users in a financial planning division within your organisation may require different information shown in their emails. The Signature is then assigned to specific user(s) from the Practice Settings > Admin > Users. Refer to Managing Users.
For information on setting up Email Stationery, refer to Legacy Adding Email Signatures to FYI.
Templates hold the standard text for the email. This would be the text included in the email, for example, the text that is included when emailing an engagement letter or emailing a notice of tax assessment.
When creating an email in FYI or in Outlook, users can select the FYI Template to use as relevant for the email they are sending.
For information on setting up Email Templates, refer to Legacy Creating Email Templates and including Merge Fields).
Merge Fields can be incorporated within both email Stationery and Templates. Merge Fields are used to bring in content, such as the Author Name, Author Phone, the Author Role of the Author, the FYI unique Reference Number as well as Client information from Xero Practice Manager such as the client's First Name and Last Name of the addressee.
Example of Setting up Email Stationery with Merge Fields
The following is an example of a default Email Stationery. Merge Fields have been added to include the author's Role and Qualifications held in FYI, and the direct phone number when the Stationery is applied.
The internal FYI reference number has also been included at the end of the email.
The following is how the Stationery looks when used in an email.
Example of Email with the Stationery and a Template
The following is an example of an Email Template. This Template has been set up to include the clients' first name as the salutation and to add the file that was attached to the email.
The following example is an email where the Template has been selected by the user then creating the email. This has the text from the selected Template, followed by the information from the Email Stationery.