As the software pre-populates documents, certificates, emails and client checklists there are a selection of default templates which will be automatically used when you start using the software. These templates can either be left as default or you can create your own custom templates. To customise your templates go to:

My Office > Templates

This will take you to the template settings page. The table displays all of the available templates.

When you first visit the template page you will notice that all of the templates will be set to

default (or in the case of logos be set to “none”). Depending on which template you want to

customise you will be given different options, depending on the file type.

 

Customising “Form” Templates

 

The templates that are in “form” file format are:

- Client Checklist

- Online Client Checklist Email Text

- PDF Client Checklist

To customise a form file simply click on the green pencil on the left hand side of the template

name. Now you're on the specific template settings that you want to work on you have a few

options. The drop down menu bar in the centre of the screen allows you to switch between the

default template and any template you have created. To customise your template click “Edit

Wording”. This will allow you to view and edit the template that has been selected in the drop

down menu bar, if it is your first time editing a template you will be working off the default

template (please not that if you edit the default template it will create a new template, so you will

always able to reverent to the default template if needed). From here you can enter a name for

the template and any notes you may want and then start editing the text.

It is important to remember to keep the keywords throughout the wording, the keywords allows

the software to switch out the certain words for the relevant word for each client you use the

template for, this includes the client name, their company name, key dates and addresses. The

keywords always end with the letter X e.g. DATEX. You can find the keywords in the lightbulb at

the top of the specific template screen.

After you have made your changes click Save. (The software will automatically assign your new

template as default unless you untick the “Assign this file as your default” which is located

below the Notes box.)

 

Customising PDF Templates

 

The templates that are in PDF format are :

- Share Certificates

- Dividend Vouchers

For these templates you will need to upload your new template. To do this click on the green

pencil to the left of the template and then click ADD.

From the upload page click the Choose File button. A new window will appear allowing you to

select the file you would like to upload from your computer. After you have selected a file add a

description in the Notes and click Upload.

 

Edit Fields

 

After you have uploaded your PDF template you will need to edit the fields. Editing fields tells

the software where you want certain information to land on the page. For example, on a share

certificate where it says “Certificate Number” you need to tell the software to enter the certificate

number just to the right of the word.

To edit a field click on the Edit Field button at the bottom of the page of the specific template

you are working on. You will be presented with a fields table on the left and a preview of the

PDF on the right hand side. Click Add a Field.

Here you will see a selection of options to the left of the screen and a preview of the PDF on the

right with a mm marker grid enabling you to work out the position of the fields. Work down the

options on the right to add a field:

- Select which field you want to work in e.g. Certificate Number.

- Enter the Horizontal position (using the grid as a guide) e.g 112mm

- Enter the Vertical position (using the grid as a guide) e.g 82mm

- Field Width (will enable long text to flow to the next line)

- Font size

- Alignment

- Effect e.g. Bold, Italic or Underlined

After all of these have been entered, click Add. Repeat this process with all other fields, when

you are happy that all fields have been added, click Back to return to that particular template

settings page and then click Save to return to the main settings table.

 

Customising RTF Templates

 

The templates that are in RTF format are :

- Final dividend by shareholders meeting

- Interim multiple dividends by directors meeting

- Interim multiple dividends by directors resolution

- Interim single dividend by directors meeting

- Interim single dividend by directors resolution

- Client checklist covering letter

For these templates you will need to upload your new template. To do this click on the green

pencil to the left of the template and then click ADD.

From the upload page click the Choose File button. A new window will appear allowing you to

select the file you would like to upload from your computer. After you have selected a file add a

description in the Notes and click Upload. A confirmation screen will appear informing you that

the rtf file has been uploaded, click Continue and then Save.

 

Customising JPEG Templates

 

The templates that are in JPEG format are :

- A4 logo Image (this will be displayed at the top of documents)

- Email logo image (This will appear at the top of your Emails)

- Email Footer Image (This will appear at the bottom of your Emails)

If you choose not to customise the A4 logo the default will be the name of your practice and

your address at the top of documents. If you choose not to include an Email logo or footer this

will be left blank. Please see an example of an A4 logo below

 

For these templates you will need to upload your new template. To do this click on the green pencil to the left of the template and then click ADD.

From the upload page click the Choose File button. A new window will appear allowing you to select the file you would like to upload from your computer. After you have selected a file, add a description in the Notes and click Upload. A confirmation screen will appear informing you that the JPEG file has been uploaded, click Continue and then Save.