Your Document Template Library within Vault plays an important role throughout your database. These templates can be used to send to contacts individually, or via an Action List.
There are two types of letter templates available to create and use in Vault:
- Cloud Letter Templates - These templates stay in the “cloud” and are suitable to send via email or print
-
Word Document Templates - Suitable for those offices who like to print their letters
Contents:
- Creating Cloud Letter Templates
- Additional information for Cloud Letter Templates
- Creating and uploading Word Doc Letter Template
- Additional information
- Take me through LIVE
Creating Cloud Letter Templates
1. Go into Letters/Action Lists > Cloud Letter Templates
2. Click on Create New Document in the bottom right-hand corner
3. This will then open the Create New Document screen, where you can add in the below details:
- Name: - The document name based on the cloud letter you are creating
- Visible To: - Select who has access to view the cloud letter, whether that be everyone, a team or a specific user
- Editable By: - Select who has access to edit the cloud letter, whether that be everyone, a team or a specific user
- Visibile in: - This is the document folder you would like this cloud letter to reside in
4. Once you have set the above details, click on Next to commence creating your template
5. You are then able to start building your template using the various format options available and drop in merge fields
6. Once your letter template has been created you can click on Save
7. You are then able to generate the document against a contact and/or property as shown in the below knowledge article link:
Using Letters - Contact & Property
Additional information
Once you have added your cloud letter template, you can update any of the document settings, including creating a copy, by clicking on the spanner in the bottom right-hand corner of the document.
You can also edit the cloud letter template at any time by simply clicking on the selected template.
Should you like to insert an image into your cloud letter template, you will need to ensure that the image is cloud-hosted (Hyperlink). You can create hyperlinks for your images from within your VaultRE account by going into eMarketing > eMarketing Storage - Here you are able to click on Add/Upload File in the bottom right-hand corner > Once added, this will then generate a hyperlink for the image as shown below:
You are then able to add this image into a cloud letter template by copying the hyperlink as shown above and pasting the link into the Source section of the Insert/edit image button in the cloud letter template.
Should you require further document folders, these can be created by going into Settings > Setup Folders - You are then able to select the Documents/Letters tab > Click on Add New Folder Type in the bottom right-hand corner.
Creating and uploading Word Doc Letter Template
Before adding your word doc letter templates into VaultRE, they must first be created in Microsoft Word using our available word doc merge fields, which can be found via the below link:
VaultRE - Word Document Merge Fields
Once your word doc template has been created and are ready to upload it into VaultRE, this can be done by following the below steps:
1. Go into Letters/Action Lists > Word Doc Templates
2. Click on Submit New Document in the bottom right-hand corner
3. You are then able to Click or Drag and Drop your word doc template
4. Once uploaded, this will then open the Submit New Document screen, where you are able to add in the below details:
- Name: - The document name based on the word doc letter you are creating
- Visible To: - Select who has access to view the word doc letter, whether that be everyone, a team or a specific user
- Editable By: - Select who has access to edit the word doc letter, whether that be everyone, a team or a specific user
- Visibile in: - This is the document folder you would like this word doc letter to reside in
5. Once you have set the above details, click on Save to add the word doc template into the template library
6. You are then able to generate the document against a contact and/or property as shown in the below knowledge article links:
Using Letters - Contact & Property
Additional information
Once you have added your cloud letter template, you can update any of the document settings, including creating a copy, by clicking on the spanner in the bottom right-hand corner of the document.
We also provide the option to download a copy of the word doc template by simply clicking into the selected file.
Should you require further document folders, these can be created by going into Settings > Setup Folders - You are then able to select the Documents/Letters tab > Click on Add New Folder Type in the bottom right-hand corner.