How to create a Template
The document merge system in Migration Manager provides users with a powerful tool to create template letters that can be used to merge letters, emails and documents for a matter. This article covers how to create a template.
1. Open a Matter
To access the template system, you first need to open a matter by clicking the Open button in the main toolbar and then selecting a matter
Note: The templates for Migrants and Sponsors are stored and accessed separately. To create templates that can used when you are in a Business Sponsor matter you will need to access the template system via a Sponsor matter.
2. Click on the Letters button
Next, click on the Letters button in the main toolbar.
3. Select the appropriate folder
When the Word Template Merge window appears, you need to select the folder that you want to save your new template in to.
Tip: To create a new folder, right click the left hand panel and choose Create Folder and then give your new folder a name.
4. Click New Template
After you have selected the folder (or created a new one) that you want to save your new Template in to, click the New Template button.
5. Give the Template a Name and Keywords
A Template Creator Window will now appear where you can insert the template's name and keywords.
Tip: It is recommended that you add some keywords to the Template so that users will be able to identify what the template is about. These keywords will also appear in any letter merges in the future (so long as they are no overwritten at the time of merge with new keywords). You can use multiple Keywords by separating them eith a ;
There are two special Keywords that actually trigger functionality when merging.
5.1. NLH (No Letterhead)
Entering NLH as a keyword will result in the ‘Use Letterhead’ checkbox being unticked by default when your Template is listed.
(Note the Use Letterhead checkbox can still be manually ticked before a Letter is Merged).
5.2. NMFCO (No Merge. File Copy Only)
Entering NMFCO as a keyword will result in the following:
- When the Letter is merged, no actual merge fields will merge.
- Instead, the document will simply be copied into the Letters Out folder of the Migrant File.
This functionality is handy if you have a generic information document or documents with no merge fields and you simply wish to copy these documents into the Migrant file, ready to be emailed or uploaded to the Portal. Because there is no field merging taking place, the process is very quick.
Do not use this functionality if you have Merge Fields in the Template.
Once you have completed the Filename and Keywords, click Continue.
7. A blank Word document will now open
A blank Word document should appear along with Word Template Merge Editor window. Note that if you do not see the Word document it may be minimised.
8. Add Content and Merge Fields
The templates are just Word documents with merge fields added to those parts of the text that are meant to change depending on the information contained within a matter. To add a merge fiele to the blank document:
- first click where you want the merge field to appear;
- find the required merge field from the Merge Fields window; then
- click the Add Field button.
9. Continue adding content
Continue adding the required content to your letter along with any required merge fields.
Tip: If you already have existing documentation, you can just copy and paste the content of those documents into a template letter and then add merge fields as required.
10. Click Save & Close Letter
When you have finished editing the document, click Save & Close Letter.