Creating & Managing Templates
N.B. Left click any image to expand:
When merging Doc, Email, PDF or SMS the default view is the Editor. You can use this to create one off documents or create and load templates.
Creating Templates
Complete Template Name field Fig.1 (1) and if templates need to be organised in folders, select the appropriate folder. Click 'Save' Fig.1 (2). If no folder is selected the template will be saved in 'None'. In the Editor box, write your document Fig.1 (3). Click 'Save' Fig.1 (2). N.B. You can navigate away without saving and your template will not be updated.
Managing Template Folders
Click 'Manage Template Folders' Fig.2. In the pop-out window, you can create, archive or rename folders. New folders can be created as Local (to your CRM) or Global, if applicable, and the templates will be available on all CRMs Fig.3. Please note, if you archive an existing folder, any templates saved in that folder will also be archived.
Using the Editor
You can use the field to write text, and the icons to apply formating Fig.4:
- Source - view html coding
- Paste as plain text removing all prior formating
- Paste from Word
- Undo
- Redo
- Search
- Find & Replace
- Select All
- Spell check
- Insert link
- Remove link
- Flag - Anchor a jump link in your page
- Insert picture - images must be uploaded to the YapCRM server or be available on a server elsewhere with a known URL.
- Insert table
- Insert line break
- Insert page break
- Numerical list
- Bullet list
- Left indentation
- Right indentation
- Div class
- Left align
- Centre aligh
- Right align
- Justified
- Format of text
- Font
- Text size in Pixels
- Text Colour
- Background colour
- Bold
- Italic
- Underline
- Remove Format
Merge Fields
You can also insert merge fields into your text which will customise each document with the fields specific to that contact record. These are identified by square brackets e.g. [Address1] or [Firstname] Fig.5 (1)
To access common merge codes, click 'View Mail Merge Codes' Fig.5 (2). In a pop-out you can select the appropriate merge code and it will appear in the Editor. These can also be manually typed. Please see the appendix section for a full list of merge codes.
Click 'Preview' to see your template with merge information. Fig.5 (3)
Editing a Template
Under Template Manager, select the appropriate template, click 'Load'. Fig.6 (1) Make the changes in the Editor, click 'Save'. Fig.6 (2)
To Create a New Template from an Existing Template
Under Template Manager, select the appropriate template, click 'Load'.Fig.7 (1) Click 'Copy' Fig.7 (2). Make the changes to the name of the template and if required the Folder and Email Subject, and the body of the template in the Editor, click 'Save' Fig.7 (3)
