The Knowledge - Templates Cabinet holds a list of the Templates that have been set up for your practice. These can be accessed by any user when creating emails, Word documents, Excel spreadsheets, PowerPoint Presentations or PDF documents.
This article contains the following sections:
- Knowledge Templates List
- Opening a Preview of a Template, Word Stationery or Email Signature
- Expanding the Name Column
- Creating an Email or Document from the Templates Tab
- Knowledge Templates List as an FYI Admin
- Default Styles
Knowledge Templates List
The list displays an icon to show the type of Template (Email, Word, Excel, Presentation or PDF).
Templates can hold filing details to organise and categorise them in the Templates list. For example, they could hold a Category such as "Team" (to indicate who would use them) and the Category "Work Type" (to indicate when they would be used). The Categories that have been added to the Templates Cabinet are automatically included in the Templates list.
The Templates lists are used in the same way as the Documents lists. For example, searching in the Templates list will look for the text in the Name, Keywords and Reference number and the search text is automatically added as a Filter to the Name column. Refer the section Using the Documents Lists with New Lists.
For a Standard User, the Templates tab in Knowledge displays as follows.
Standard Users do not see any templates with the Status set as "Draft" or "Archived". They do not see the Hide/Unhide the Archived Templates button and they cannot filter on the Status column.
Views
The following views are available for Templates.
- Active is the default view and shows Templates with the Status "Active".
- All shows Templates with the Status "Active" and "Draft".
- Stationery shows only the Word Templates that are set as Stationery.
- Signature shows only the Email Templates that are set as Signature.
Only FYI Admins, or a user in a User Group with Permissions enabled for Templates, see both "Active" and "Draft" in the All, Stationery and Signature views. Refer to Using Knowledge Cabinets.
Custom Views can be added if you have access to create Views.
Tools
From the templates list you can use Doc Link to copy a link to a Template (refer to Copying, or Inserting, and Opening a Document Link). The link can then be pasted, for example into an email or Word document, to give access to the template.
You can also Export a copy of a document Template or Word Stationery (refer to Exporting Documents).
Opening a Preview of a Template, Word Stationery or Email Signature
For a selected Template or Stationery, you can use the Read button or the Preview pane to Preview it. The following example is using Preview. Refer also to Previewing Documents as Read Only.
For an Email Template or Signature, you can use the Editor pane to see the preview.
An FYI Admin, or user in a User Group that has Permissions enabled for Templates, can also Edit or Co-edit a template.
Creating an Email or Document from the Templates Tab
Users can create an email or document from the Templates tab in Knowledge by selecting the relevant Template and clicking Create. This automatically adds the selected Template in the filing details. Refer to Creating Documents from Templates and Stationery and Creating Emails from Templates.
You cannot create an email or document from an inactive template, that is one that has a Status of "Draft" or "Archived".
Knowledge Templates List as an FYI Admin
An FYI Admin, or a user in a User Group with Permissions enabled for Templates, uses the Knowledge - Templates view to create and edit Templates, Word Stationery and Email Signatures. These users will see the Create template button and have access to edit functions and access to the Upload section in the drawer. They also have access to "Draft" and "Archived" items. Refer to Using Knowledge Cabinets and to the sections Templates and Stationery and Templates and Signatures for Email.
The Templates tab in Knowledge displays as follows when the All view is selected.
Archived Templates can only be accessed by an FYI Admin, or a user in a User Group with Permissions enabled for Templates. To include “Archived” Templates in the view, click the Unhide the Archived Templates button.
FYI Admins also have access to the following:
- Tools such as Edit, Edit - Co-edit, Read, Copy, Delete
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 to change the details for a selected Template, Word Stationery or Email Signature.
- 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.
Default Styles
The Default Font and Default Font Size can be set for your practice (refer to Managing Practice Settings).
This font and font size is used as the default when creating a new Signature or Email Template.
It is also used when one or more Signature or Email Template is selected in the Knowledge - Templates list, an FYI Admin, or a user in a User Group that has Permissions enabled for Templates, can use the Apply Default Styles. This sets all the text in the Signatures and Email Templates to that Default Font and Font Size. The Apply Default Styles button is only shown when Signatures and/or Email Templates are selected in the list.
Note: If using this for all your Email Templates, you can select the All or Active view, filter the list by setting the Type as "Email", and then select all. As this will also select the Signatures, if you do not also want to Apply Default Styles to these, ensure you deselect the Signatures.
From an opened Signature or Email Template, you can also use the Apply Default Styles to the individual Signature or Email Template.
Note: If any Signatures or Email Templates intentionally use different fonts or font sizes, do not use the Apply Default Styles for those Signatures or Email Templates as this will apply the same font and size to all the text. If this is used on any by mistake, edit the text of the Signature or Email Template to reset the text.