Create Document Templates

Use document templates with the Write Letter and Hotprint features to push a single database value from the database to the Word template to create — for example, a letter addressed to the contact in the communication.

Creating a Document Template

To create a document template:

1. Open Word.
2. Select New from the menu bar.
3. Select the Templates option.
4. Click OK.
5. Type the body of the letter.
6. Add bookmarks to display database values.

   The bookmark names are listed in the COM Interface.

7. Add bookmarks by:
   • Copying a bookmark from COM Interface and pasting it into your template. Then, type text for the field.

     The text can be meaningful and does not have to match the bookmark name.

   • Highlighting the pasted bookmark name or text entered and select Insert + Bookmark.
   • In the Bookmark Name field, paste the COM interface bookmark name.
8. Select Add.

Creating a Bookmark Table

To create a Bookmark table to use with repeating fields — for example, Quote Hotprint to print the quote line items:

1. Create a table in the template.

   The table must have text fields — for example, one header per column.

2. Copy and paste the bookmark names for the repeating fields from the COM Interface to the table cells.
3. Select the entire table.
4. Select Insert + Bookmark.
5. Enter the name of the bookmark:
   • Quote Table: CRMQuoteTable
   • Booking Activity Table: CRMBookingActivitytable
   • Booking Booking Table: CRMBookingBookingtable
   • Job Quote Activity Table: CRMQuoteJCActivityTable
   • Job Quote Employee Table: CRMQuoteJCEmployeeTable
   • Job Quote Inventory Table: CRMQuoteJCInventoryTable
   • Job Quote Sales Table: CRMQuoteJCARSalesTable
   • Contract Table: CRMSVContractServiceLevel
   • Call/Service Request Secondary Assets Table: CRMSVRequestAssetTable
   • Call/Service Request Action Plans Table: CRMSVRequestActionPlansTable
6. Save the letter template in your Greentree templates directory.

   Note: Your system administrator can set this new template as your Default template.

7. Select CRM > System > Setup > Templates Sheet (for all CRM users).
8. Select System > User Maintenance, followed by preferences for a user, then clicking the CRM button.
9. Add this as your specific template by selecting File > Preferences and then clicking the CRM button.

Testing the Template

Test the template you created from the interface in CRM:

1. Select the new letter template.
2. Generate the letter.
3. Update the template.

Test a Quote Template by selecting the Print icon on the Quote Maintenance form

To test a quote template:

1. Select the Word option.
2. Select the new template.
3. Generate the quote document.
4. Update the template.

Note: If you need more than one table, create the additional table using the above steps. There is only once exception namely the Bookmark Table Name. You must use the same name as listed above, followed by a sequential number.

For example, the first Quote Table is named CRMQuoteTable. The second Quote Table is named CRMQuoteTable1. The third Quote Table is named CRMQuoteTable2, and the like.