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Creating Templates
N.B. Left click any image to expand:| Once you have navigated to the Merge page, as per the 'Merge Functionality' instructions, the default is the 'Editor' view Fig.1 (1). Within the 'Editor' you can create one off docs or e-mails, or alternatively you can create templates that can be used again in the future. In order to create a template, complete the 'Template Name' Fig.1 (2) field, and if templates are to be organised in folders, select an appropriate folder Fig.1 (3) from the drop menu, and left click 'Save'. If you do not select a folder for the template to be saved into, the template will be selectable in the 'Template Manager'/'Template' drop menu without first selecting a folder. You can now begin to create the content of your document/e-mail template Fig.1 (4). Use 'Save' to save updates or changes made to your template. If no folders yet exist, or a new folder is required, left click 'Manage template folders' Fig.1 (5). This opens a popout window. Here you can create a new folder Fig.2 (1), archive an existing folder Fig.2 (2), or rename an existing folder Fig.2 (3). Please note, if you archive an existing folder, any templates saved into that folder will also be archived. Left click 'Add', 'Archive' or 'Rename' as appropriate to save any changes. |
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| In Fig.3, a basic template has been created within the CRM. Note the content within square brackets, such as [Address1] etc. These are merge codes within the CRM, that are used to pull through the data from the contact or contacts you are merging to. To access commonly used merge codes, left click 'View mailmerge codes' Fig.3. This will open a popout window, where categories are listed Fig.4. Left click an applicable category, and select the appropriate merge code Fig.5. The code will appear within the body of the template wherever you have selected, and the popout window will close. You can also manually type in the merge codes once you are familiar with them. Please see the appendix section of the manual for a full list of merge codes. |
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| Left clicking the 'Preview' button will display the content as it will appear when the merge is produced Fig.6. Please note, only the first contact will be visible within the preview, so if you are merging 100 contacts, don't panic that only one is shown in the preview. To return to the editor to make any changes, left click 'Editor'. | ||
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| The Editor includes a toolbar Fig.7 (1) where you can include images, format text fonts and styles, and amend the layout of the merge you are creating etc. In Fig.7 (2), a table has been included with an image and text as a header for the document, shown in both the editor Fig.7 and preview Fig.8 views. Please note, in order to include images, the images must be uploaded to the YapCRM server, or be available on a server elsewhere with a known URL. Please see the tutorial video for how to upload, amend and include images in your merges. |
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| Alternatively, for those clients with experience and knowledge, the editor includes the functionality to create merges in code, via the 'Source' function. Within the editor view, left click 'Source' and the view will change to the html coding, in this instance using inline CSS for layout and formatting Fig.9 (1). | ||
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| Once templates have been saved, you can load them using the 'Template Manager'. First select the folder Fig.10 (1), and then the template Fig.10 (2). Remember, if the template was not saved into a folder, you can select the template directly from the 'Template' drop menu Fig.10 (2) without first selecting a folder Fig.10 (1). When a folder is selected, only templates saved into that folder will be listed in the 'Template' drop menu. Once the applicable template has been selected, left click 'Load' and the template will load in the 'Editor' as it was last saved. To archive a template, but not the folder it is contained within, select the folder and template as described above, but instead of 'Load' left click 'Archive'. Folders and the templates within can be archived en masse as described above using the 'Manage template folders' function. |
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Merge Functionality