9.2 Correspondence > Templates

9.2 Correspondence > Templates

In this screen, document templates can be created for use in the program section Correspondence can be created. New documents in the Correspondence program section can be based on a template created under Correspondence > Templates can be created.

9.2.1 Fields in Correspondence > Templates

• Template ID (Unique ID of the template)
• Date (Creation date of the template)
• Clerk (person responsible for creating the template)
• Document name (name of the template)
• Print layout (Layout from Print layouts.fmp12on which the template is to be printed)
• Your sign (field for the recipient's file number)
• Our sign (Field for own file number)
• Extension (Field for own extension number. Is filled automatically if an extension number has been maintained in the user administration of the clerk)
• Subject (Subject line of the document)
• Continuous text (continuous text of the document)
• Greeting formula (Greeting formula that was specified in the user administration)
• Signature (Graphic field for digital signature)
• Automatic action (If the automatic action fields are filled, a new action is automatically created in the linked customer data record when the document is printed. This means, for example, that it is later possible to track whether and when a document was sent to the customer in each customer involved in a serial letter).

9.2.2 Placeholders in Documents > Templates

The body text in document templates can be provided with certain placeholders. Placeholders can be inserted anywhere in the body text and always consist of a placeholder text surrounded by curly brackets. When a new document is created based on the template, placeholders are automatically replaced with the corresponding values.

• {e-company1} {e-company2} {e-company3} - Address line 1 to 3 of the recipient
• {e-strasse} - Street of the recipient
• {e-house no} - House number of the recipient
• {e-plz} - Postal code of the recipient
• {e-place} - Location of the recipient
• {e-telephone} - Telephone number of the recipient
• {e-telefax} - Fax number of the recipient
• {e-tel-mobile} - Mobile phone number of the recipient
• {e-email} - E-mail address of the recipient
• {e-country code} - Country code of the recipient
• {e-land} - Country of the recipient
• {e-bank-institute} - Bank of the recipient
• {e-bank-bic} - BIC of the recipient
• {e-bank-blz} - Bank code of the recipient
• {e-bank-iban} - IBAN of the recipient
• {e-bank account} - Account number of the recipient
• {e-addressnr} - Address number of the recipient
• {e-customer no} - Customer number of the recipient
• {e-notes} - Remarks from the recipient's customer data record
• {e-letter salutation} - Letter salutation of the recipient
• {e-appeal} - Salutation of the recipient
• {s-company1} - Address line 1 of the sender
• {s-company2} - Address line 2 of the sender
• {s-company3} - Address line 3 of the sender
• {s-strasse} - Street of the sender
• {s-house no} - House number of the sender
• {s-plz} - Postal code of the sender
• {-place} - Location of the sender
• {s-telephone} - Telephone number of the sender
• {s-telefax} - Fax number of the sender
• {s-tel-mobile} - Mobile phone number of the sender
• {s-email} - E-mail address of the sender
• {s-internet} - Internet address of the sender
• {s-tax no} - Tax number of the sender
• {s-ustid} - VAT ID of the sender
• {s-bank1} {s-bank2} {s-bank3} - Bank details 1 to 3 of the sender

9.2.3 Functions in Correspondence > Templates

• New template - Used to create a new document template.
• Print template - Opens the dialog for a test print of the current document template.
• Send template by e-mail - sends the current template to any e-mail address that can be specified in the corresponding dialog.
• Delete automatic action - Deletes all fields associated with the automatic function in the document currently called up.
• Delete document - This function removes the currently called document from the database.

9.2.4 Document templates for e-mails and newsletters

In principle, a document template for emails and newsletters contains the same fields as any other document template. The subject corresponds to the subject field of the e-mail, the letter text corresponds to the text of the e-mail. The mask under [Correspondence > Templates] has the three register buttons [Template], [E-Mail] and [File attachments].

Under the tab [Template] all information on the document template itself is maintained, such as the subject, letter text, fields for reference numbers or an automatic action with optional resubmission. These fields are also available for document templates for letters, faxes or serial letters.

Under the tab [E-Mail] all details required for sending e-mails and newsletters are maintained, such as the sending address, sending type and document format. The register [E-Mail] contains three further subordinate registers [Text view], [HTML template] and [Preview]. Under the tab [Text view] the letter text can be edited and formatted in the same way as in the main view. In the tab [HTML template] you can enter any HTML template on which the email or newsletter to be sent is to be based. In our example, we have used a very simple HTML template, which can of course also have a more complex structure and can also contain images and buttons, for example.

Example HTML template

<div>
     {subject}
</div>
<div>
     {document}
</div>

In this sample HTML template, there are simply two paragraphs, each with a <div>-tag and contain the subject and body text of the document. The HTML template can of course contain other elements, for example to include graphics or buttons. You can see what the email and HTML template will look like when it is received by the recipient under the [Preview] be considered.

9.2.5 Sending e-mails with file attachments

Under the tab [File attachments] any number of files can be attached to the document template. When sending an e-mail via an SMTP server, all attached files are sent with the e-mail. The tab [File attachments] is also in the document under [Correspondence > Documents] available.

Please note that for technical reasons, only the first file attachment can be sent with the email when sending via the local email client. Sending multiple file attachments is only possible when sending directly via an SMTP server. SMTP sending addresses can be found under [Settings > Preferences > Devices] can be set up and managed.

9.2.6 Video tutorial: Writing letters and form letters with gFM-Business

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