Creating Document Templates

Creating Document Templates

Document Templates are used to quickly create Documents for individual/multiple clients and personalizing each Letter through the use of Merge Fields in Microsoft Word.

Follow the steps below to create Document Templates:

Open the Letters > Create Document Templates from the Main Menu screen.

The Add/Edit Document Templates window opens.

Enter document information in the Document Templates window:

  • Select or enter a Document Category (boxed in red) for easy retrieval when creating letters. Document Categories are created through List Data Maintenance. If you would like to setup templates for labels or envelopes in Microsoft® Word (opposed to using the Junxure template wizard) you will need a category of envelope and/or label. This will include your templates on the drop down for the Letter Wizards.
  • Based On: If there is another document in the system that can be used as a starting point you will indicate it in this area. Junxure will automatically base the document on a default document if no other is chosen. Basing a document on an existing template saves time if you have many documents that are similar but may address slightly different issues or need to be customized for different individuals in the office.
  • Doc Title: This should be kept as brief as possible as this will be the name appearing in drop down menus for the creation of documents. This is also helpful by using a naming convention to keep similar items together in the list. For example: "Letterhead - Standard" or "Letterhead - John".
  • Internal Doc Code: Junxure does not use this field but it is for you to track your own documents by an internal code. If you wish, you can use this field to note that this document has been approved for use by your firm.
  • Merge Source: Controls the standard merge source data to be used with this document. Letters will use clientmerge.rtf, a list that encompasses many of the standard data points in Junxure that would be used in letters. If you do not see the data necessary for your letter in this merge source, several other merge source lists exist as well as a tool to create your own list of data points or an outside data source. See Merge Sources for more information.
  • Created By, Date, Path, and File Name: fields are automatically populated when you first create a new document. Do not change these fields.
It is critical that you DO NOT change the file name assigned by Junxure. Junxure looks for the Templates by the internal file name assigned by the program. If you change the file name, Junxure will not be able to find the file. Any Templates that Junxure cannot locate (due to a moved file or accidental rename) will be indicated by red shading and exclamation point in front of the template line in the grid.

Click the Create Template button to add the document template to your template list.

After the template is added to the list, a window appears prompting you to edit the document template. Click Yes to edit the document, No to save the document as it is or edit it another time.

When you click Yes, a Microsoft Word document window will open. If the new document was based on another template, all of the original text is brought into the new template. To edit the text and add/change merge fields, type into the document as you would normally in Microsoft Word.

Merge fields make it possible to create the document one time, but personalize the letter for each contact by linking data in your Junxure database into preset fields indicated by brackets <<example>>.

To add a new mail merge field, place your cursor in the appropriate place in the document. Click the Insert Merge Field button in the Microsoft Word Toolbar to see a list of merge fields available. This button will be located in slightly different places based on your version of Word, but will typically look similar to the one above.

In the Insert Merge Field window, select the merge field to add. These fields all coordinate with data fields in Junxure, most of them from the Contact Info, Personal Info, and Profile Tab. In some versions of Word, the merge field can be double clicked on to add or you may need to click the Insert button to add the merge field.

Save the template using the Microsoft Word save function after you have edited the text and added all the merge fields.

To see an example of how the document will look with data, you will use the Preview Results button. This feature is typically indicated by a <<abc>> icon.

The data you see on the example is sample data and not pulled from your actual database. To see a real example of a document, you must create a letter using the Letter/Envelope Wizard.

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