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
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.
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.
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.
Custom Views can be added if you have access to create Views.
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.
Expanding the Name Column
You can expand the Name column by clicking the Expand icon in the column heading. This is useful if the Template has a long name. Click the Expand icon again to return to the usual column width.
If you are saving the view, it can be saved with the Name column expanded by saving the view with Save Advance Search selected. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
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. Refer to the section Templates and Stationery and Templates and Signatures for Email.
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.