Template Management (2)

Document templates

In the limited version of SpinOffice, two document templates are defined allowing you to see how SpinOffice can fill an MS Word template with text fields from SpinOffice. In the Pro version, you can edit the templates, copy them, or import new templates. How to use a document template: Go to the contact for which you want to create a document template. Click on the small gray arrow next to the document icon in toolbar. Pick the document of your choice.  The document is automatically created and opened in MS Office where you can adjust the content.  On save, the document will be uploaded to SpinOffice again with the latest version. Go to the contact's archive where you find the created document. How to manage the document templates (in Pro-version only): Via menu option Administration -> Document templates. Edit existing document templates: Choose 'Open' Select the document template of your choice and click on the link to open the document template You can change the text and update the bookmarks (see Using bookmarks) Create new document template: You can choose an existing template and use that as the base for your new document template. To do so, do not open the document but choose 'Save As' in the SpinOffice menubar. Give the document template a new name and press Save. You can also import any MS Word document and use that document as a template within SpinOffice. To do so, choose Import from the menu and save the template in SpinOffice. Than, use bookmarks to tell SpinOffice where you want to have SpinOffice content to be placed. Read more about bookmarks below. Using Bookmarks in document templates: Bookmarks are used in MS Word to point to a location in a document. SpinOffice can use that to jump to a bookmark and place data from the database there. The best way to do so is to: place text in the documents (like Firstname) highlight the text choose Insert -> Bookmark from the MS Word menu type the bookmark name (see list below) When you save and use the template, SpinOffice will find the bookmark and replace the text with the data from SpinOffice. Each bookmark can be used once. Address Bookmark Description Address_line1 Address line 1 Address_line2 Address line 2 Address_line3 Address line 3 Address_street Address street Address_street_number Address street number Address_Zipcode Address zipcode Address_City Address city Address_Country Address counry Address_incl_initials Address including initials + lastname Contact information Bookmark Description Firstname Firstname of the contact Lastname Lastname of the contact Lastname_incl_prefix If lastname has a prefix, this is added Lastname_incl_initials Initials and lastname Line_Attention To the attention of line Contact_type Contact type Info_1 Contact info_1 (= by default "job title") Info_2 Contact info_2 Info_3 Contact info_3 Info_4 Contact info_4 Info_5 Contact info_5 Info_6 Contact info_6 Info_7 Contact info_7 Info_8 Contact info_8 Info_9 Contact info_9 Info_10 Contact info_10 Info_11 Contact info_11 Info_12 Contact info_12 Info_13 Contact info_13 Info_14 Contact info_14 Info_15 Contact info_15 Info_16 Contact info_16 Info_17 Contact info_17 Info_18 Contact info_18 Info_19 Contact info_19 Info_20 Contact info_20 Number_mobile Contact mobile nr Number_private Contact private nr Number_work Contact work nr Number_fax Contact fax nr Email Contact e-mail address DebitorNr Number 1 CreditorNr Number 2 Date Contact date of birth Dear Dear contact… Address Contact complete address Address_incl_attention Contact address incl. attn Project_description Project description Project_type Project type Project_code Project activity code File_description File description File_type File type User information Bookmark Description My_signature User signature My_firstname User firstname My_lastname User lastname My_mobile User mobile My_info_1 User info_1 My_info_2 User info_2 My_info_3 User info_3 My_info_4 User info_4 My_info_5 User info_5 My_info_6 User info_6 My_info_7 User info_7 My_info_8 User info_8 My_info_9 User info_9 My_info_10 User info_10 My_email User mail address Other fields Bookmark Description AccManager Contact account manager AccManagerSignature Account manager signature Today Todays date

Email templates

In SpinOffice it is possible to create your own templates. Go to menu item Administration -> Email -> Email templates. Choose one of the two options: New: create new templates based on the default template. What's the default template? See below:Add merge-fields e.g. «My Email», «My first name», «My last name», or «My Job title» from -My list- to customise the template.When finished, click on 'Save'. Open: open an existing template in order to adjust the content of it. When finished, click on 'Save'.  Choose 'Edit’ to set the subject, some preferences and to add attachments and determine the template tab that the template should be saved under. Click on ‘Save’ when finished and close this template builder section. Personal information for your email signature Go to menu item Administration -> User settings to complete your own contact information. Most of the information can be used as mail-merge field in the email template builder (Administration -> Email -> Email templates). So make sure you completely fill in your profile. If you upload your company logo, it will be automatically added to the default email template.