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IAS-7078: How do I setup my own custom AutoMail templates?

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Article ID IAS-7078
Article Name How do I setup my own custom AutoMail templates?
Created Date 27 Oct 2008 00:00:00
Product IRIS AutoMail
Codes: GGLIWINAML
Problem How do I setup my own custom AutoMail templates?
Resolution Contents
  • Introduction
  • Setting up a base template
  • Insert content into your base template
  • Create a new template using your "base template"

    Introduction
    When you create your own bespoke AutoMail templates you may have some contents that are the same in all of your letters. For example:

    - Header & Footer
    - Address details
    - Date
    - References
    - Salutations

    To prevent you from having to repeat entering these details each time you create a new template, it is recommended that you create a base template.

    This is done by first creating a template and calling it 'XXXX Base template' ( XXXX being the name of your company). In this example, XXXX will be 'Smiths'. You may enter contents that are common to all letters, such as header and footer, Contact name, address details, date, references and salutations.

    When you create any new templates in the future you may then select the option 'Based on' and then select your 'Smiths base template'. For example, you may wish to create a tax return cover.

    Your contents will automatically be displayed and you will then need to enter the body of the template.

    Setting up a base template
    To set up a base template:
  • Log on to IRIS AutoMail from IRIS Main Menu
  • The AutoMail - Letter Request Browser will be displayed, click on the Template button.
  • The AutoMail - Letter Template Maintenance Screen will be displayed, click on the New Template button
  • The New Template screen will be displayed, enter the description of the template. For example, XXXX's Base Template.( XXXX being the name of your company)
  • Under the context type select "client"
  • Click on the Ok button

    This then displays a blank template, allowing you to enter the details as required.

    Inserting the content
    Once you have setup your template you may want to insert some common features that will be displayed in all templates. Below are some examples of what you may wish to insert:

    KB IAS-6688 : How to insert the client name and contact details
    KB IAS-7077How to insert address details

    Some other useful KBs to help set up the base template
    KB IAS-6864 : Word Skills for Automail
    KB IAS 6785 : How to insert tags
    KB IAS-11939 : How to see field codes

  • Once all tags have been entered minimize word, click on the Save button in the Tag selection screen.

    Create a new template using your base template
    To generate a template from a base template, you will have to
  • Log on to IRIS AutoMail from the IRIS Main Menu
  • The IRIS AutoMail - Letter request Browser will be displayed, click on the templates button
  • The IRIS AutoMail - Letter template maintenance screen will be displayed, click on the folder that you would like to save the template to. For example, User folder
  • Click on the New Template button
  • The New template screen will be displayed, enter a description in the "Template Description" field
  • Click on the spy glass in the "Based On" field
  • The Select Screen will be displayed, locate the "Smiths" base template and click on the Select button
  • Ensure the correct context type is being displayed. For example, if you want to create a template targeting Business Clients, click on the down arrow and select "Business"
  • Click on the OK button
  • The template will then be displayed.
  • Make the relevant amendments to the template, i.e. for example after the salutation, enter the body of the letter.
  • Minimize Word and click on the save button in the Tag selection screen.

    Some other useful KBs to set up the body of the template:
    KB IAS-6864 : Word Skills for Automail
    KB IAS-6589 :How to change the date format of an IRIS date tag
    KB IAS-6678 : Tax Return Cover - How can I insert the refund paragraph

    Related Articles
    KB IAS-6864: What Microsoft Word skills may I need to edit AutoMail templates?


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