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Last updated: 2025-11-21


Templates - Creating and Deleting Templates


Overview


Users can create five types of custom templates in SmartOffice: form letters, envelopes, headers/footers, labels, and signatures. These templates can be saved and reused for correspondence features, making it easy to maintain consistent communication with contacts and businesses.


Creating Templates


Access Points


Templates are created through either of the following methods:


  • Setup menu: Setup > Template Administration
  • Correspondence button in the Custom Button Bar

Form Letter Templates


The process allows users to "Start from Scratch" using default templates, import external documents, or base new templates on existing ones.


To create a form letter template:


  1. Access the template creation interface through one of the access points listed above
  2. Choose to start from scratch, import a document, or base on an existing template
  3. Compose your letter in your word processor
  4. Add merge codes and headers/footers as needed
  5. Save the template with a descriptive template name
  6. (Optional) Submit for compliance review if creating a solicitation template

Merge codes allow you to automatically insert personalized information from the SmartOffice database into your letters. For more information, see Templates - Introduction.


Envelope Templates


Envelope templates follow a similar creation workflow as form letters, with emphasis on adjusting page dimensions.


To create an envelope template:


  1. Start the template creation process
  2. Check the document's page dimensions
  3. Modify orientation, paper size, and margins appropriately for envelope printing
  4. Compose the envelope layout
  5. Add merge codes if desired to automatically populate recipient information
  6. Save the template with a descriptive name

Header/Footer Templates


Header and footer templates insert logos and boilerplate content into your correspondence. The documentation recommends creating separate templates for headers and footers for maximum flexibility.


To create header/footer templates:


  1. Start the template creation process
  2. Design your header or footer with logos, contact information, or other standard content
  3. Save as separate templates (one for header, one for footer) for reusability
  4. Apply these templates to your form letters as needed

This approach allows you to mix and match headers and footers across different correspondence types.


Label Templates


Label templates follow the same creation process as form letters, with attention to page setup for label dimensions.


To create a label template:


  1. Start the template creation process
  2. Configure page setup for your label dimensions
  3. Design the label layout
  4. Incorporate merge codes into label designs for automatic data population
  5. Save the template with a descriptive name

Signature Templates


Signature templates are used for e-mail correspondence sent from SmartOffice using the browser-based correspondence method only.


To create a signature template:


  1. Access the template creation interface
  2. Design your email signature
  3. Include any standard contact information, disclaimers, or branding
  4. Save the template for use in browser-based email correspondence

Note: Signature templates only work with browser-based correspondence, not with Microsoft Outlook integration.


Deleting Templates


Deletion requires conducting a template search, selecting the template from the list, and choosing the delete option.


To delete a template:


  1. Navigate to Template Administration (Setup > Template Administration)
  2. Search for the template you want to delete
  3. Select the template from the search results
  4. Choose Menu > Delete 'Template Administration' record
  5. Confirm the deletion

Important: Deleting a template is permanent and cannot be undone. Make sure you no longer need the template before deleting it.


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