Create letter template
Create a document
A letter template can be created in Word or in any other text processing program that can save a document in the .rtf (Rich Text Format) format. As always in a serial letter, place variables at the points at which recipient-related or sender-related, personalized data from the database is to be inserted. You can find out how to get the right variables under Activate Variable Finder.
When you have finished the letter and inserted the variables you want, click the "Save under..." command and select RTF (Rich Text Format) as the file type. Upload the template you have created to umantis, and give it a name. Click "Save" to return to the "Templates" tab in the overview, where the template you have just uploaded should appear at the top of the table.
Settings & access
- In the letter templates application, i.e. when you are creating one or more letters, you can filter by the template language assigned.
- In employee management, you can set who is permitted to use a template. A template may be edited by anyone who has been assigned the Communication module role.
- In applicant management, the administrators and HR experts can see all of their branch offices' templates and are also permitted to configure them.
- The line manager can indeed use all of the communication templates for his branch, however, the templates cannot be changed and neither can new templates be created by line managers.
If no branch limitation has been defined for the manager, the line manager can also view templates for other branches.
Tips from consultants
- The easiest way to create a new letter template is to copy an existing template and change the text.
- You can format a template in any way you want. However, you should ensure that no formatting begins or ends in the middle of a variable - i.e. between the square brackets. Otherwise, in the background MS Word will save the formatting information in the middle of the variable, and umantis will no longer recognize the variable.
- If your template starts with a variable (e.g. [Sender.Name]), Word automatically takes the first characters in the document as the description of the file properties. Because the bracket has not been closed correctly, this results in an empty document. Overwrite the description in the file properties with a text without a variable, and re-save the document.
- If there are images in the template and it is saved as an RTF, they will be very large and they will also be very large in any letters and print views that are created. This will slow down the generation of letters and print views. This can be avoided by selecting the "Compress images" option beside the Save button in the "Save as" dialogue in "Tools", and selecting the degree of compression you want.