Template Keywords

  • Updated

Keywords are the building blocks of the Template system and are similar to the “Merge Fields” in the Mail Merge feature found in Microsoft Word.

Keywords are in effect a placeholder for content that is dynamic and constantly changing. For example, when writing a letter, you may start off with “Dear Mr Smith”. However, the “Mr Smith” portion of the text will change with every letter you send.

Here we would instead use the Keywords for “Title” and “Last Name” – This will pull through the information so that the Title of a person will change to match the recipient, as will the Last Name.

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Inserting ‘keywords’ into your templates allows you to automatically create personalised messages or documents, without having to manually insert individual information.

They allow you to create branded, custom messages or documents, with custom fields being automatically filled.From a template's pop-up, when editing the 'body' box, you have the option to click on 'Insert keyword'; this will bring up a keyword pop-up and allow you to select a keyword to insert:

Contacts & Notes tab:

  • Here you can choose to include key information about your customer (or parent contact) and any related notes. For example, you could use the keyword 'First name' to set-up your message so that it begins with "Dear first name", where 'first name' will be populated with the recipient's name saved in the CRM when sent.

Jobs tab:

  • Choose from these keywords to include details of the job (who, when, how long for etc) or stock movements relating to the job.

Financial tab:

  • These keywords relate to any financial element, including contract information or sales opportunities.

 Miscellaneous tab:

  • Find other useful keywords here, including inserting formula or sub-templates. The keyword “Formula” can be used for conditional branching. There are two types of formula available for use:
  1. A conditional formula (“Condition”): for example, if A > B then show C, else show D
  2. An operational formula (“Operation”): for example, A + B

A, B, C and D can be text, html, number or keywords (note that this means you can use “Formula” inside your formula; that is, you can embed a formula inside a formula). Example of things you can do:

  • If invoice-total > 1000 and Payment terms * 1.5 < 50 then display quote-accept-link, else if note <> empty display note, else display an image.
  • If invoice-total > 1000, show Invoice-total, else show nothing
  • Be aware that inserting the keyword ‘user name’, ‘user email’ or ‘user signature’ is linked to the logged in web user who is sending/creating the document at that time, so whatever the user has saved under My Account -> Settings is what will be displayed in the final document. (i.e. you would not want to use the ‘user signature’ as a keyword for signing off a jobcard, instead use the ‘signature’ keyword for the job).

Saving and previewing:

  • Once you have clicked save on your template, you may then want to preview it to double-check that it is formatted correctly.  To do this, from the list view of templates, click on the template you wish to check and you will be given an option to “Preview”.  This will download a PDF version of the template and will show you what it will look like as a final document.

Duplicate a template:

  • If you need to create another template, but you want to copy some elements from an existing one (for example, you have already created the perfect header/footer, which you want to use again), to save you time, there is an option to click to “Duplicate” a template.  Doing this will bring up a new template pop-up, pre-populated with the content from the existing template, that you can save with a new name and edit as required.

Lock a template:

  • Lock a template to restrict editing: A template can be locked to prevent other users from easily or accidentally editing it. When clicking on a template, you will notice that there is a ‘Lock’ option. Clicking on ‘Lock’ will lock the template.  This means that when a user clicks to ‘Edit’ it, they will be given the following message: 'This template is locked and cannot be edited at this time.' This added layer of security to your template will make other users consider carefully whether they really want to edit it, or not. 
  • To make the template editable again, the user who locked it can easily unlock the template by clicking on ‘Unlock’.

‘Edit’ a template:

  • You may wish to edit a previously saved template at some point and this can be done easily.  When viewing your list of templates, find the template you want to edit (you can use the search box at the top to find it quickly) and click on it to see the ‘Edit’ icon.  This will open up the template’s pop-up and you can edit as required.  Remember to click save once you’ve finished!