Features

Creating Stationery for Word

Any stationery used within your practice can be set up within FYI and used when creating Word documents. For an overview of how Word Stationery is used, refer to Setting up Document Templates and Stationery.

Word Stationery is created and edited in the same way as a Word Template, except for the following:

  • In the Filing section of the drawer, checkmark that the Template is Stationery.

  • Word Stationery does not have AutoFile Defaults.

  • The Stationery needs to include a "Body" bookmark in the content of the Word document. When creating a Word Document in FYI and a Template is selected as well as the Stationery, the bookmark indicates where to include the text and any merge fields from the Template.

    Important Note: If the Stationery does not include the Body bookmark, when used with a template any of the information in the Stationery will not come through to the Word document.

In the same way as Templates, Stationery can only be set up and maintained by an FYI Admin, or a user in a User Group that has Permissions enabled for Templates (refer to Managing User Groups). Merge Fields can be used in Stationery in the same way as those used for Templates (refer to Including Merge Fields in Word Templates and Stationery).

When setting up Stationery, it is important to decide where to add any text and Merge Fields such as the salutation (such as "Dear" or "Hi" and a Merge Field for the client name) and the sign-off (such as "Yours sincerely" or "Regards" and a Merge Field for the Owner - the creator of the document). If these have also been included in your Templates, it will include these twice when using both the Stationery and a Template to create the document. It is important that this is set up consistently for all your Stationery and Templates.

Download Merge Fields Comprehensive Guide

Click here to download the FYI Merge Fields Comprehensive Guide for a list of Merge Fields that you can copy and paste into your Templates and Stationery (or download the file from the bottom of this article).

Note: If you are using Chrome as your browser, the link may not automatically download the document. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.

2837_Merge_Fields_Guide.png

Create Stationery

You can select the view "Stationery" to display just Word Stationery in the Templates list. You could also add a Keyword such as "Stationery" so these stand out in the "All" or "Active" views.

Note: When you create a new Word stationery, by default the Status is set to "Draft". If you have the "Active" view selected, the newly created Draft template will not be shown. Before creating a new Word stationery template, it is recommended to change the selected view to "All"  so it includes the Draft templates.

  1. Create the Word Template, either directly in the Knowledge - Templates list
    or
    By dragging and dropping an existing Word document onto the Knowledge - Templates list.
    Refer to Creating Templates for Word, Spreadsheet or Presentation.

  2. In the Filing section in the drawer, checkmark Stationery.

    1262_Word_Stationery.gif
  3. Default Delivery Status is displayed when the template is set as Stationery and this is set by default as "Sent".
    A Word document created with a Stationery with the Default Delivery Status of "Sent",  automatically sets the Delivery Status of the document as "Sent" and sets the Sent On date as the current date and time.
    The Default Delivery Status can be set as "Sent", "Draft", "Received" or "None". If this is set as "Draft" in the Stationery, Word documents created with the Stationery show the "Draft" icon in document lists.
    The Delivery Status of a document can be changed with the Delivery button in document lists. Refer to Mail Register - Updating the Document Delivery Status as Sent or Received.

The Stationery indicator can be checkmarked when the Template is created or it can be edited after.

Make sure the name of the Stationery clearly describes when it will be used. For example, if you have two divisions in your practice and have separate letterhead for each, add the division name to the Stationery name.

1263_Word_Stationery_with_Preview.gif

Adding a "Body" Bookmark to Include Text from a Template

Important Note: The following steps must be completed using the Desktop version of Word, as the required functionality is not available in the online version of Word.

If users will be creating Word documents where both an FYI Stationery and an FYI Template are selected, the Stationery must include a Word bookmark to indicate where to include the text and any merge codes from the Template.

The bookmark in the Stationery must have the name Body and this needs to be inserted in the Word document that is added to the FYI Stationery. If the Stationery does not include the bookmark, or if the bookmark is named anything other than "Body", any text from an FYI Template will not be included.

Stationery can be used without a Template. When this is the case, the bookmark has no effect. It is therefore recommended to add the Bookmark to all Stationery.

Note: If a Template is selected and contains a Page Break on the first page before the "Body" bookmark, the Stationery will only appear from the second page onwards.

To add a Bookmark with the name "Body".

  1. Position the cursor in the location where you want the text from an FYI Template to be included when this Stationery is used. This would commonly be below the letterhead, address and salutation and above the sign-off. The Bookmark is added without any other text being selected.

    If you are copying the content from a pre-prepared document, this must be done using the desktop version of Word.

  2. In the Word menu, select Insert.
  3. Select Bookmark on the menu.
  4. Enter the Bookmark name as "Body". The Bookmark is case-sensitive and must be added as "Body".
  5. Click Add.

    1264_Word_Stationery_Add_Body_Bookmark.gif

    The bookmark shows in Word as a vertical bar.

    1265_Word_Stationery_Bookmark_as_bar.gif

Adding a Signature Bookmark to Word Stationery

You can add a Word Bookmark to a Word Stationery to indicate where the user's Signature will be positioned if the user adds their digital signature to the document. The Signature Bookmark could alternatively be added to Word Templates. Refer to Adding a Signature Bookmark to a Word Template in Creating Templates for Word, Spreadsheet or Presentation.

The Bookmark is used to position the signature image when a user clicks Insert Signature in the FYI Drawer when editing the document in Word. If the Signature Bookmark is not included in the Stationery (or in the Template that is being used), a user can still add their digital signature by first positioning the cursor in the document where they want the signature to display and then clicking Insert Signature. Refer to Inserting your Signature into a Document.

Important Note: Adding the Signature Bookmark to a Word Stationery must be done using the desktop version of Word. This functionality is not available in the online version of Word.

To add a Bookmark with the name "Signature".

  1. Position the cursor in the location where you want the digital signature to be positioned when a user clicks Insert Signature in the FYI Drawer when editing the Word document.
  2. In the Word menu, select Insert.
  3. Select Bookmark on the menu.
  4. Enter the Bookmark name as "Signature". The Bookmark is case-sensitive and must be added as "Signature".
  5. Click Add.

2546_Word_Stationery_Add_Signature_Bookmark.gif

Note: The Signature Merge Field is not used to add a user's digital signature to a document. It is used to indicate where the recipient has to sign when sending documents for signature to a signing service.

Download Files

Was this article helpful?
4 out of 7 found this helpful