Templates

Overview

Microsoft Word can be used to create Templates that pre-populate content when running either a Document or Email Action. This can present significant efficiencies, whether creating content for a marketing campaign or a template for occasional use.

The following linked articles explain more about how to send a Document or Email Template through an Invenias action.

This article covers:

• Creating a Document or Email Template
• Modifying an Existing Document or Email Template

Creating a Document or Email Template

Permission Required: Please note, to create user templates you need the "Create User Templates" permission and to create global templates you need the "Create Global Templates" permission

Document and Email Templates can be created using the Invenias Word Add-in.

Open word and click to the Invenias Tab, then click Create Template:

This will add the Invenias Template add-in into the view:

You can use the drop-downs in the add-in to insert fields into the Template:

Add a field by moving the cursor to the relevant point in the document and select the field you want to add in any of the drop downs.

In this example I will create a simple Email Template containing a signature which will display details for the current user:

Note that certain fields will only be populated if the action is run from the correct location in Invenias. For example, Programme Fields will only populate if the action is run from a Programme, likewise with the other Template fields such as Invoice fields.

Once you are happy with the fields and content of the template, you can save this as either a Document or Email template by clicking the relevant button in the Invenias add-in:

The following window will open:

Add a name for your template and select to make this template either a Global or User Template.

• Global = This template will be available for all users.
• User = This template will only be available for the current user.

Modifying an Existing Document or Email Template

Permission Required: Please note, to modify an existing user template requires the permission "Create User Templates, to modify an existing global template requires the permission "Create Global Templates".

Open an Existing Template by clicking to the Global Templates list in the Invenias Tab in Outlook:

This will open the Global Templates window:

Double click on the row to open the Template in MS Word and click to the Invenias Tab in Word and then click Create New Template in the Invenias add-in toolbar to open the Invenias Template Options on the right-hand-side.

Make any desired changes to the template by changing the text and/or bringing in mail merge fields using the Insert Fields before clicking Save As Document Template or Save As Email Template as appropriate:

This opens the following window:

Select an existing template in the grid, this will pre-populate the Template Name field with the name of the template that you are over-writing, then click OK to overwrite it. This may automatically toggle the Template Type to Global Template if the template you are replacing is already available to all Users.

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