Templates are a sample document which normally includes text and merge fields which pull through information from the applicants, client job etc. depending on which merge field(s) have been selected.
In RDB ProNet we have included some templates already but we also give the option to our clients to create their own templates in order to suit the needs of their company.
How to create a basic template
Click Options and then click document manager.
Click template maintenance.
Select a type of document so that the template is added into a category.
Click ✚ New template.
A window will appear. Add a template name under general details.
Click Save.
Click template assignment and assign the template to the users you want to have access to it by clicking edit.
Click Save and Close.
Template editor will open. Type your template. If this template is to an applicant, start by saying :
Dear <insert merge field Person,Person,PersonName> (this will pull through the applicant's name and will appear as eg. Dear Michael)
“Type your text here”
Yours sincerely
<insert merge field User.EmailSignature> (this will pull through your signature which you have set up under –Options – user preferences – Letter/email)
The text you type will always remain the same but when you add the template to the email you will be able to make amendments if needed.
Adding merge fields:
Place the cursor in the position in which you want the merge field to be placed.
Click Insert Merge Field.
Select Data Object (record area where the data will be pulled from), the qualifier (the section of the record where this data is), the data field (the actual piece of information) and options.
Click Insert merge field.
Options
Do Nothing: Merge field will appear but without any additional information (we recommend you don’t use this option).
D – Delete if no data is found: If the data does not exist the merge field will not appear in the document.
DL – Delete line if no data is found: If the data does not exist the merge field and any other text on the same line will not appear in the document.
Text : Enter text : If the data does not exist the database will display a piece of text which you pre-set. To do this you:.
Click Insert merge field.
Under options No data select ‘Enter text’.
Type in text and Click Insert Merge field.
In order to use these templates when in a new email click Insert template and a list of available template types will appear.