How do you create a template for a message or a start/end text of a document?

MJA Updated by MJA

For a general explanation about templates in Newbase click here

If you create a message from a document, you can create a template for the content of the message. It is also possible to create multiple templates so you can choose which one you want to use in the message.
If you want to work with multiple templates for the same module, you can do this by setting all templates for the relevant program to 'standard'.
It is possible to link a user to a template. For example, if you always want to send sales invoices from the administration department. This user is then automatically linked to the message and the message is therefore sent from that user. For this you need the rights to send a message from another user.
It is also possible to create a template for the start or end texts of a document. Within the document you can then select a template for the start or end text of the document.
It is also possible to work with merge codes in a template so that data from Newbase can be transferred into the template.

​1. Creating a template​

  1. To create a template, go to the Message Template (text) module.
  2. Click on new within the home screen
  3. Fill in the relevant fields. See below for an explanation of the fields

Explanation of fields within widget Message Template Settings:

Company

A template can apply to all companies or to one specific company. You can make that choice here. If you choose 'all companies', an attachment cannot be added because the server path cannot be determined. Or vice versa: If you want to add attachments, you must have chosen a specific company, otherwise the server path cannot be determined. If you choose 'all companies', you cannot use merge codes, as these can only be called up per company.

See also Chapter 3 for more information about linking an attachment to a template.

Department

If you do not enter a department, the template is available to all employees. If you choose a department here, the template will only be available to employees of the selected department.

Module

Here you indicate for which module the template is available. For example, you can create a standard message for a 'sales quote'. If a message is created from the 'sales quotation' program, this template can be selected. You can also choose to make a template available for all programs (in which case you do not fill in a program). In addition to determining when a template can be selected, the module also influences the merge codes that can be selected.

Title

This is the title you give to the template and which you will see in the selection list for the templates. Please also enter a clear name. This is certainly important if you work with many different templates.

Language

The language must be filled in. A message and a financial document also contain a language, and by comparing this with the languages ​​of the templates it is determined which templates can be chosen.

In name of

If a message should always be created in the name of a specific user, this can be selected here. Perhaps certain messages should always be sent in the name of the director, or invoices should always be sent in the name Finance. Make sure that you are allowed to send a message from this user.

Position

If you create multiple templates for a module, you can determine the order here.

Print with background

If this is a template that always requires a background to be used in a message or financial document, this can be set here.

Standard

If this template should be used by default for a message created from a program, this can be indicated with this check mark. This functionality is only available for a limited number of modules. If you do not check this box and you have multiple templates available for a program, you will be given a choice when creating the message.

Formal

If the salutation and signature for a message must be formal, even if the relationship card contains an informal setting, this can be set here by checking the box.

Our reference / your reference / subject

When you enter text here and use the template to create a letter, it will be shown. Merge codes can be used in these fields.

Do not use a salutation / do not use a closing

If this is checked, no salutation and closing will be placed in the message. This may apply to non-personalized newsletters.

Linked attachement

If you create a message from the link tab of a program, you may not want an attachment to be included by default. You can indicate this within this field by choosing Never, Always, Ask. This only applies if a message is created within a program via the links tab and not if you create a message via the printer icon.

​2. Working with merge codes in a template​

Click here to work with merge codes in a template

​3. Linking an attachment to a template​

​Click here for more information.

​4. Translating a template​

If you also want to make the template in another language, make a copy of the existing template (for example the Dutch one) and set the correct language and translate the text.

The relevant template will be chosen based on the language of the relationship.

You can create a template for a message, but you can also use a template in the start- or end text of a document.

To do this, click on the icon below in the start- or end text widget within the relevant document to load the template into the document.

How did we do?

Editing or creating translations

Merge codes in a template

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