We have recently released an update to the way in which Templates, Word Stationery and Email Signatures are created and edited.
There is no change to the way in which users select Templates or Word Stationery when creating documents or emails or when selecting a template in a Process Automation. In the near future, the function will be added so that Documents and emails can be created from the Knowledge - Templates view.
If you have already been using the FYI Templates, Word Stationery and Email Signatures, the following is a summary of the changes to the latest release and the changes to the Practice Settings to select the Default Email Signature for your practice.
In the help articles, any information relating to the previous version of templates is prefixed with "Legacy".
Templates, Word Stationery and Email Signatures
- Templates, Word Stationery and Email Signatures are now created from the Knowledge - Templates list (not from Practice Settings).
- Word Stationery and Email Signatures are created in the same way as Templates but with the addition of checkmarking the Stationery or Signature indicator to mark them as Stationery or Signature.
- Word, Spreadsheet and Presentation templates are created and edited in the same way as documents in FYI. They use the drawer and can be edited in the online or desktop version of the relevant Office application.
- To create Word, Spreadsheet, Presentation and PDF Templates, you can also drag and drop existing documents onto the Knowledge - Templates list to import these and then edit the contents directly from FYI.
- Email Templates are created and edited in a similar way to emails in FYI and the contents can be edited using the FYI Editor. The available Merge Fields are shown in the Email Editor and can be included in the email Template or Signature contents directly from the Editor.
- Templates, Stationery and Signatures themselves hold filing details to organise and categorise them in the Knowledge - Templates list. They are all held in a new Templates Cabinet as the top level of the filing.
- Templates hold Default Filing Cabinet and Categories that will be set when the email or document is created with that template selected, providing the user has access to the relevant Cabinet. The Default Filing Cabinet and Categories from the selected Template will override the client or user defaults for filing. These are optional and can be left blank in a Template. You can also select, for example, just the Cabinet so that any categories are selected as relevant for the email or document that is created. When the email or document is created, the default Cabinet and Category from the Template can be changed if the user wants to.
- The Default Email Signature is no longer indicated in the Email Signature itself. The Email signature you want to use is selected in the Default Email Signature in Practice Settings - Admin - Settings.
Refer below to Select the Email Signature to use as the Default for your Practice.
If any users use a different Email Signature, this is still set up in their User Profile. If this has already been set up, and providing the name of the additional Email Signature is the same, this does not need to be updated in the User Profiles.
Templates Cabinet and Categories
- A new Cabinet called Templates is automatically added to your practice's Cabinets. All users will have access to the Templates Cabinet but it is only available when creating and editing Templates.
- You can add Categories to the Templates Cabinet to further categorise the Templates, Stationery and Signatures. For example, you could add a Category such as "Team" (to indicate who would use them) and the Category "Work Type" (to indicate when they would be used).
Note: The Templates Cabinet cannot be removed.
- In Categories, the option Available in Templates in Categories is no longer relevant and is not shown.
Using the Knowledge - Templates List
The Knowledge - Templates list displays the Templates, Word Stationery and Email Signatures that have been set up for your practice.
The following is an example of the Templates list with the "All" view selected. This shows both "Active" and "Draft" templates.
The Templates list is used in the same was any other FYI list. For example, you can search for a Template name, add columns, sort and filter the columns and export the list.
The same icons are shown as other documents in FYI, such as when a Template is being edited or it is in Co-edit, and when Comments have been added.
There are two views in the Knowledge Templates "Active" and "All".
- Active is the default view and shows Templates with the Status "Active".
- All shows Templates with the Status "Active" and "Draft".
Providing you have access to create Views, you can add new Views.
To show the Templates which have the Status set as "Archived", click the Hide the Archived Templates button to disable this. This changes the view to display only the Archived Templates.
Creating new Templates
FYI administrators, or a user in a User Group with Administer Templates enabled, can create new Templates, Word Stationery and Email Signatures, or edit existing ones from the Knowledge - Templates list. They also have access to the following:
- Tools such as Edit, Edit - Co-edit, Read, Copy, Delete, Doc Link, Export selected document(s). For Email Templates, only the Delete and Doc Link tools are available.
- Drag and drop a Word, Excel, PowerPoint or PDF file onto the Knowledge - Templates list to import the document as a Template.
- Use the drawer for a selected Template, Word Stationery or Email Signature to change the details.
- Use the Version section in the drawer in the same way as other documents in FYI. Refer to Version History and Creating a New Document Version.
Using the Tools and Right-Click functions in the Templates List
The tools work in the same way as for other emails and documents in FYI. Refer to Tool Bar and Right-Click Functions.
When a User who is not an FYI administrator or does not have access to administer templates the Knowledge - Templates, they can access the following tools.
- Create - In the near future the function will be added to create a document from the selected template.
- Read - Opens the selected Template(s) as Read Only. This can be used for documents, not emails. Refer to Previewing Documents as Read Only.
Creating an email or document from the Templates List
In the near future, the function will be added so that all users can create a document from the Knowledge - Templates view by selecting the required Template, clicking the Create and selecting the Client. This automatically selects the relevant type of document to create (according to the type of Template selected) and adds the selected Template in the filing details.
Conversion of existing Templates, Stationery and Signatures
For existing installations, all your Templates, Stationery and Signatures will be converted for you by FYI. Any Template or Word Stationery that has been added to your Process Automations will remain the same. Because of this conversion, the roll-out of the latest templates will be over a period of time.
Select the Email Signature to use as the Default for your Practice
The Default Email Signature is no longer indicated in the Email Signature itself.
An FYI administrator needs to check the Practice Settings > Admin > Settings tab to ensure the relevant Email Signature is set as the Default Email Signature. This will be used for any users who do not have an alternate Signature set in their user profile. You can only select an Active Signature. Refer to Practice Settings - Admin -Settings in Practice Settings.
Setup Categories for the Templates Cabinet
An FYI administrator can add any Categories to Templates Cabinet as relevant for your practice. Refer to Managing Cabinets.
Optionally, the Filing details of the Templates, Word Stationery and Email Signatures can be added or updated in Knowledge - Templates to organise and categorise them in this view.