Attachment Template Configuration

Attachment templates allow you to reuse common content and formatting on multiple documents to provide consistent and professional communications to be mailed or emailed to individuals or groups.

Depending on the type of document you are creating, you may use one or more of the following attachment template types:

• Master templates contain no unique content of their own. Instead, they serve as containers for one or more paragraph templates.
• Paragraph templates are reusable sections that can be added to master templates. Paragraph templates may contain text, images, and/or data variables. You can add, reorder, or remove paragraph templates within a master template to create the desired document content.
  
  You might create some paragraph templates that are specific to particular lines of business and others that contain information common to many documents (for example, an introductory paragraph or signature). Adding paragraph templates to master templates makes it easy to combine pieces of reusable content, rather than repeatedly entering the same text and variables on multiple templates. If a portion of this reusable content changes, you need only update the specific paragraph template; every master template containing that paragraph updates automatically.
• Standard templates are self-contained documents that you can edit and preview in Microsoft Word. They may contain data variables, boilerplate, and/or freeform text. You cannot add paragraph templates to standard templates or add standard templates to master templates. However, you can convert or copy standard templates to master or paragraph templates if you choose. If you want the ability to make changes to a template without affecting any other templates, create a standard template.

1. From the Home screen, do one of the following:
   
   
   • Click Configure on the navigation panel.
   • Click the down arrow next to Home on the menubar and select Configure.
   • Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click Attachment on the navigation panel or Areas > Attachment on the menubar.
3. Click Templates on the navigation panel.
4. Click Templates in the view filter and select the desired template type:
• Master
• Paragraph
• Standard

Master Templates

Before you can create a master template, you must create its component paragraph templates, as master templates do not contain unique content of their own. If you need to edit the content of a master template, you must do so by editing its paragraph template(s). Once you have created a library of paragraph templates tailored to different audiences and purposes, you can use master templates to combine them into personalized documents.

You cannot edit Master Templates in Microsoft Word, but you can open them in Word to preview them.

You can do the following from here:

• Add a Master Template
  1. Click Templates in the view filter and select Master.
  2. Do one of the following:
  • Click the Add button to the left of the Templates list.
  • Click File > New > Template on the menubar.
  • Click New > Template on the options bar.
  • With focus on the list, press [Insert] or [Ctrl] + N on your keyboard.
  3. In the Detail section, select the Account Type to associate to the template. The Template type defaults to Master and cannot be changed.
  4. Enter or update information on the following tabs:
  • Title/Language
    1. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration. Select a different Language if necessary.
    2. Enter a Title for the template.
    1. If you have more than one language available, the Title you enter populates for every language.
    2. To change the Title that will display in a different language, select the Language from the list or the dropdown menu and enter a Title.
    3. The Update matching descriptions in other languages option defaults as selected or deselected based on your previous selection for it. The option cannot be changed during this workflow.
    3. The Use same template for all languages checkbox defaults selected, meaning that the same template file will be available for selection in every language, but you may create separate language templates to customize for contacts’ preferred languages if necessary.
       1. To create distinct language templates, deselect the Use same template for all languages checkbox.
       2. The template for the default language automatically populates in the Available Languages list, containing any template information you have already added.
          
          To create a blank language template, do the following:
       1. Click the Add button  to the left of the Available Languages list.
       2. In the Available Languages pop-up window, select the checkbox for each language you want to include and click Finish.
  • Associations
    1. Select the desired associations. These selections determine the merge variables that are activated in the paragraph templates included in this master template, so make sure to add all associations that exist on the paragraph templates you will include. For example, Claim merge variables will not display in the template if you do not select them here, even if they exist on one of the master’s component paragraph templates.
    • Contact
    • Claim
    • Opportunity
    • Servicing/Billing
    • Services
    • Quote
    • Related Accounts
    2. If you selected Claim in the previous step, select any Loss Notices with which the claim is associated. These selections determine the merge variables that are activated in the paragraph templates included in this master template, so make sure to add any loss notices associated to the paragraph templates you will include in this master.
    • ACORD Loss Notice
    • Automobile
    • Liability
    • Property
    • Workers Compensation
    • CSIO Loss Notice
    • Automobile
    • Property
    • UK Loss Notice
    • Motor
    • Household
    3. If the Account type is Client, optionally select application detail types to associate with this template. These selections determine the merge variables that are activated in the paragraph templates included in this master template, so make sure to add any application detail types associated to the paragraph templates you will include in this master. The template will be available for selection with these types of applications.
    1. Click the Add button  to the left of the Application Detail list.
    2. In the popup window that displays, select the checkbox next to each desired application.
    3. Click Finish or press [Enter].
  • Paragraphs

    Select and arrange the paragraph templates to be included in this Master Template. They will populate in documents based on this template in the order in which they display in this list. To ensure that all information merges from the paragraph templates, verify the selections on each paragraph’s Associations tab and make sure the same items are selected on the master template’s Associations tab.

    To ignore headers and footers in all paragraph templates except the first one listed, leave the Apply header(s) and footer(s) from first paragraph to all others checkbox selected. Deselect it if you prefer to retain headers and footers from all paragraph templates.

    You can do the following on this tab:

    • Add a Paragraph Template

      You must create paragraph templates before you add them to a master template; you cannot create them during this workflow.

      1. Click the Add button to the left of the Paragraphs for this template list.
      2. The Available Paragraphs pop-up window lists the paragraph templates associated with the selected Account type. Select the checkbox(es) for the paragraph(s) you want to add to the master template.
      3. Click Add to add the selected items to the list and continue selecting items.
         
         Click Finish to add all selected items and close the pop-up window.
         
         Click Cancel to close the pop-up window without adding paragraph templates.
    • Remove a Paragraph Template

      Removing a paragraph template from a master template does not delete the paragraph template from your system; it only removes it from the selected master template.

      1. Select the paragraph template(s) to be removed.
      2. Do one of the following:
      • Click the Delete button to the left of the list.
      • Press [Delete] on your keyboard.
    • Reorder Paragraph Templates
      1. Select a paragraph template in the list and click the up or down arrow button to the left of the list to change its position.
      2. Continue moving items until they are in the desired order.
  • Template Folder

    Use template folders to organize master templates. You may add a template to additional folders at any time. For more information on setting up these folders, see Template Folder Configuration.

    • To choose the template folder(s) in which this template will reside, do the following:
    1. Click the Add button to the left of the list on this tab.
    2. In the pop-up window that displays, select the checkbox next to each desired folder.
    3. Click Finish or press [Enter] to add the template to the selected folders.
    • To remove the current template from a folder, do the following:
    1. Select the folder in the list.
    2. Click the Delete button to the left of the list or press [Delete] on your keyboard.
    3. You are prompted to confirm the deletion. Click Yes.
  • Attachment Settings
    1. Enter the Folder path (including subfolders, if applicable) where attachments created using this template will be stored by default. To browse to the folder path, click the lookup button , drill down to the correct folder, and click Finish.
    2. In the Security section, optionally indicate the Access level for documents created with this attachment template.
       
       Note: Public is the default access level, even if the field is blank.
    3. Select Do not purge to exclude this attachment from the Purge Attachments utility. If you select an Expire on date, the attachment will be excluded from purges until that date, after which it will become eligible for purging.
    4. Select the Client accessible checkbox if your organization uses Applied CSR24 Self-Service and you want to permit clients to see attachments created using this template. Optionally enter a number in the Client access expires after ___ days field to limit the length of time the attachment is viewable.
       
       These options are only available if Client Access is enabled in System Settings.
       
       A Folder Path is required for templates designated Client accessible.
    5. Optionally choose an Activity Code to associate to attachments created using this template.
    6. Choose the default Distribution method for attachments created using this template.
    7. Select the desired Letter type.
    8. Choose the appropriate Paper type.
    9. Make a selection in the Insert into email as dropdown menu to specify whether documents created using this template will be attached to email messages, inserted into the text of email messages, or both.
    10. Make the desired selections in the Document Batch section:
    • Always open attachment locally: The template opens on the user’s workstation when a user merges it.
    • Use first page paper tray from print destination user settings: Select this checkbox if you want the first page of an attachment created using this template to print to the First page tray selected for the user in Print Destination Configuration. If you do not select it, all pages of the attachment will print to the Other Pages tray selected for the user instead. If the user does not have these print tray options defined, this checkbox selection will have no effect.
    • Do not allow default template description to be edited: Select this checkbox to prevent users from altering the default description for this template when merging it.
    • Do not print document by default: This setting is specific to U.K. quoting workflows. You may disregard this option, as it is not applicable to North American organizations.
  • History/Comments

    The History section displays the date that the current template was added, the date it was Last updated (if applicable), and the date it was Last used (if applicable).

    Optionally enter notes about the template in the Comments section. For example, you may want to include notes for users who edit the template in the future, indicate the template’s purpose, or recommend potential uses for it.

  5. Click Finish or press [Enter] to complete the record.
     
     Click Add to add this record and create another one.
     
     Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, "Do you wish to discard changes?" Click Yes.
• Edit a Master Template
  1. Click Templates in the view filter and select Master.
  2. Click to highlight the template and do one of the following:
  • Click the Edit button to the left of to the list.
  • Double click the template.
  • Click File > Open on the menubar.
  • Click File > Open on the options bar.
  • Press [Enter] on your keyboard.
  3. Make the desired changes on each tab. See the Add a Master Template section above for detailed instructions.
  4. Click Finish or press [Enter] to save your changes.
     
     Click Cancel or press [Esc] to discard your changes.
• Copy a Master Template
  1. Click Templates in the view filter and select Master.
  2. Click to highlight the template you want to copy.
  3. Click Actions > Copy Template on the options bar or menubar.
  4. You can copy a master template in one of three ways.

  • Copy to new template

    Create a duplicate master template with a new title. This option can be useful as a starting point if you want to create a new master template that is similar to an existing template.

    1. Select the Source language.
    2. Add the Title of the new template.
    3. Click Finish to add a copy of the source language template to the new language template.
  • Copy to existing template

    Copy all information in an existing template to another existing master template.

    1. Select the Source language.
    2. Add the Title of the new language template.
    3. Select the Target language.
    4. Click Finish to create the new template in the selected language.
  • Copy to new language

    This option is enabled only if the Use same template for all languages option in the Available Languages list is deselected for the template you are copying. This option creates a copy of the selected template in an additional language.

    1. Select the Source language.
    2. Select the Target language. If the Target language you select already exists in the Available Languages list, this template will overwrite its current contents.
    3. Click Finish.
• Delete a Master Template

  You cannot delete a template that is associated with a further action on an activity or a quote attachment.

  1. Click Templates in the view filter and select Master.
  2. Click to highlight the template  in the list.
  3. Do one of the following:
  • Click the Delete button to the left of the list.
  • Click File > Delete on the menubar.
  • Press [Delete] on your keyboard.
  4. You are prompted, "Do you wish to delete this record?" Click Yes.
• Preview a Master Template
  1. Click Templates in the view filter and select Master.
  2. Click to highlight the template in the list.
  3. Click Actions > Preview Master Template on the options bar or menubar.
  4. The template displays in Read-Only mode in Microsoft Word. If you need to make any changes to the text, edit the included paragraph templates.
• Preview a Master Template as an Embedded Email

  This option allows you to preview the formatting and content of a marketing email before it is sent out as part of a marketing campaign. You can merge data from a specific account and select an email address to which to send the preview.

  1. Click Templates in the view filter and select Master.
  2. Click to highlight the template in the list.
  3. Click Actions > Preview as Embedded Email on the options bar or menubar.
  4. If the template is available in multiple languages, the Select Language pop-up window displays. Select a Language and click Finish.
  5. In the Preview as Embedded Email pop-up window, click the lookup button in the Account Code field to locate an account from which to merge data.
  6. In the Account Lookup pop-up window, opt to search by Account Name or Lookup code, enter at least the first character of the name or code in the Search where field, and click Find.
  7. Click to highlight the appropriate Account and click Finish.
  8. Make selections on the following tabs in the Preview as Embedded Email window. Items display on these tabs based on the selections made on the Associations tab for the master template. Merge variables for the selected items populate in the preview email.
  • Contact

    If the selected template is associated with client accounts, contacts for the account you chose display. Select the checkbox for all contacts for whom you want to preview the email.

  • Opportunity
    1. If the template is associated with client accounts, opportunities for the selected account display. Select the Include closed checkbox to include closed opportunities.
    2. Select the checkboxes for any opportunities you want to include in the email.
  • Service
    1. If the template is associated with client accounts, services for the selected account display. Select the Include closed checkbox to include closed services.
    2. Select the checkbox for any services you want to include in the email.
  • Policy/Claim
    1. If the template is associated with client accounts, policies and claims for the selected account display. Select the Include history checkbox to include historical policies.
    2. Select the checkbox for any policy you want to include in the email.
    3. Select the checkbox for any Claims and/or Loss Notices you want to include in the email.
  • Related Accounts

    Any accounts related to the selected account display. Select the checkboxes for any related accounts you want to include in the email.

  9. Make a selection in the Insert into email as dropdown menu:
  • Attachment
  • Both attachment and text
  • Text
  10. Enter a To email address or click the lookup button to locate an employee. In the Account Lookup pop-up window, opt to search by Account Name or Lookup code, enter at least the first character of the name or code in the Search where field, and click Find.
  11. Enter a Subject for the email message or click the lookup button to select a description that contains merge variables. Click to highlight the desired description and click Finish.
  12. Optionally enter a Message to display in the body of the email.
  13. Click Finish. An email is sent to the To address in the format selected in the Insert into email as menu.

Paragraph Templates

Paragraph templates provide the content and data that displays in any master template to which they are added. Paragraph templates are reusable. You can create generic ones to be used broadly in numerous master templates, as well as highly specialized ones that may apply to only one or two master templates. You can add a paragraph template to as many master templates as necessary. If you edit it, the changes are applied to all master templates that contain it.

You cannot preview paragraph templates individually. Instead, you must preview them within a master template to which they have been added.

• Add a Paragraph Template
  1. Click Templates in the view filter and select Paragraph.
  2. Do one of the following:
  • Click the Add button  to the left of the list.
  • Select File > New > Templates on the menubar.
  • Select New > Templates on the options bar.
  • With focus on the list, press [Insert] or [Ctrl] + N on your keyboard.
  3. In the Detail section, select the Account Type to associate to the template. The Template type defaults to Paragraph and cannot be changed.
  4. Enter or update information on the following tabs:
  • Title/Language
    1. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration. Select a different Language if necessary.
    2. Enter a Title for the template.
    1. If you have more than one language available, the Title you enter populates for every language.
    2. To change the Title that will display in a different language, select the Language from the list or the dropdown menu and enter a Title.
    3. The Update matching descriptions in other languages option defaults as selected or deselected based on your previous selection for it. The option cannot be changed during this workflow.
    3. The Use same template for all languages checkbox defaults selected, meaning that the same template file will be available for selection in every language, but you may create separate language templates to customize for contacts’ preferred languages if necessary.
    1. To create distinct language templates, deselect the Use same template for all languages checkbox.
    2. The template for the default language automatically populates in the Available Languages list, containing any template information you have already added.
       
       To create a blank language template, do the following:
    1. Click the Add button  to the left of the Available Languages list.
    2. In the Available Languages pop-up window, select the checkbox for each language you want to include and click Finish.
  • Associations
    1. Select the desired associations. These selections determine the merge variables available for the paragraph template. However, the same associations must be selected in the master template containing this paragraph for the merge variables to display. If you add a Claim association and merge variables to a paragraph template without also adding a Claim association to its master template, for example, those merge variables will not display in the master.
    • Contact
    • Claim
    • Opportunity
    • Servicing/Billing
    • Services
    • Quote
    • Related Accounts
    2. If you selected Claim in the previous step, select any Loss Notices with which the claim is associated. Make sure to add the same loss notice associations to any master template that will use this paragraph.
    • ACORD Loss Notice
    • Automobile
    • Liability
    • Property
    • Workers Compensation
    • CSIO Loss Notice
    • Automobile
    • Property
    • UK Loss Notice
    • Motor
    • Household
    3. If the Account type is Client, optionally select application detail types to associate with this template. The template will be available for the types of applications you select here. Make sure to add the same application detail associations to any master template that will use this paragraph.
    1. Click the Add button  to the left of the Application Detail list.
    2. In the popup window that displays, select the checkbox next to each desired application.
    3. Click Finish or press [Enter].
  • Associated Templates

    This read-only tab lists all master templates that use the selected paragraph template. You cannot add the paragraph to a master template from this tab; you must access the desired master template’s Paragraphs tab to do so.

  • History/Comments

    The History section displays the date that the current template was added, the date it was Last updated (if applicable), and the date it was Last used (if applicable).

    Optionally enter notes about the template in the Comments section. For example, you may want to include notes for users who edit the template in the future, indicate the template’s purpose, or recommend potential uses for it.

  5. Click Finish or press [Enter] to complete the record.
     
     Click Add to add this record and create another one.
     
     Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, "Do you wish to discard changes?" Click Yes.
  6. If you did not click Cancel in the previous step, you are prompted, "Do you wish to edit the template now?" The best practice is to edit the template at this time. If you opt not to do so, you must create the document in Microsoft Word at a later time to make it available for use in Applied Epic.
     1. If you opted to create multiple versions of the template on the Title/Language tab, the Select Language pop-up window displays. Select the Language you want to edit and click Finish.
     2. The template opens in Microsoft Word. Type the body of the template. For instructions on integrating Applied Epic data in your document, see Applied Epic/Word Integration.
     3. When the template is finished, click the X in the upper right corner or click the Add-Ins tab and select Applied > Save & Exit. When prompted to save changes, click Yes.
• Edit a Paragraph Template
  1. Click Templates in the view filter and select Paragraph.
  2. Select the template and do one of the following:
  • Click the Edit button  to the left of to the list.
  • Double click the template.
  • Click File > Open on the menubar.
  • Click File > Open on the options bar.
  • Press [Enter] on your keyboard.
  3. Make the desired changes on each tab. See the Add a Paragraph Template section above for detailed instructions.
  4. Click Finish or press [Enter] to complete the record.
     
     Click Add to add this record and create another one.
     
     Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, "Do you wish to discard changes?" Click Yes.
  5.  If you did not click Cancel in the previous step, you are prompted, "Do you wish to edit the template now?" The best practice is to edit the template at this time. If you opt not to do so, you must create the document in Microsoft Word at a later time to make it available for use in Applied Epic.
     1. If you opted to create multiple versions of the template on the Title/Language tab, the Select Language pop-up window displays. Select the Language you want to edit and click Finish.
     2. The template opens in Microsoft Word. Type the body of the template. For instructions on integrating Applied Epic data in your document, see Applied Epic/Word Integration.
     3. When the template is finished, click the X in the upper right corner or click the Add-Ins tab and select Applied > Save & Exit. When prompted to save changes, click Yes.
• Delete a Paragraph Template

  Deleting a paragraph template removes it from your system and from all master templates that use it.

  1. Click Templates in the view filter and select Paragraph.
  2. Click to highlight the template in the list.
  3. Do one of the following:
  • Click the Delete button to the left of the list.
  • Click File > Delete on the menubar.
  • Press [Delete] on your keyboard.
  4. You are prompted, "Do you wish to delete this record?" Click Yes.
• Copy a Paragraph Template
  1. Click Templates in the view filter and select Paragraph.
  2. Click to highlight the template you want to copy.
  3. Click Actions > Copy Template on the options bar or menubar.
  4. You can copy a master template in one of three ways. Select a radio button:
  • Copy to new template

    This option can be useful as a starting point when you want to create a new paragraph template that is similar to an existing template.

    1. Select the Copy to new template radio button.
    2. The Source title defaults to the template you selected to copy and cannot be changed.
    3. Select a Source language. If you select a template that exists in multiple languages, this is the language that will be copied. Note that if the Use same template for all languages checkbox is selected for the template you are copying, the only available language option is <All>.
    4. Enter the title of the new template in the Target Title field.
    5. Select a Target language for the new template. If the Use same template for all languages checkbox is selected for the template you are copying, the Target language defaults to <All> and cannot be changed.
    6. Click Finish to create the new template in the selected language.
  • Copy to existing template

    Copy all information from one template to another existing paragraph template. This option is helpful if you need to update two similar paragraph templates that contain only minor differences.

    1. Select the Source language from the dropdown menu.
    2. Select the template to which you are copying from the Target title dropdown menu.
    3. Select the Target language for the template to which you are copying.
    4. Click Finish to copy to the template.
  • Copy to new language

    This option is enabled only if the Use same template for all languages option in the Available Languages list is deselected for the template you are copying. This option creates a copy of the selected template in an additional language.

    1. The Source title defaults and cannot be changed.
    2. Select the language you are copying from the Source language dropdown menu. This menu populates based on the Available Languages on the source template’s Title/Language tab.
    3. The Target title defaults and cannot be changed, as you can only use this option to copy to another language on the same paragraph template.
    4. Select the Target language. Only languages that are not yet defined for this template are available for selection.
    5. Click Finish to copy the template to the new language.

Standard Templates

Use standard templates when you want a template to contain unique content of its own, rather than content from paragraph templates. You can embed Applied Epic data in standard templates and preview and modify them in Microsoft Word. You cannot add paragraph templates to standard templates or add standard templates to master templates.

• Add a Standard Template
  1. Click Templates in the view filter and select Standard.
  2. Do one of the following:
  • Click the Add button   to the left of the Templates list.
  • Select File > New > Templates on the menubar.
  • Select New > Templates on the options bar.
  • With focus on the list, press [Insert] or [Ctrl] + N on your keyboard.
  3. In the Detail section, select the Account Type to associate to the template. The Template type defaults to Standard and cannot be changed.
  4. Enter or update information on the following tabs:
  • Title/Language
    1. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration. Select a different Language if necessary.
    2. Enter a Title for the template.
    1. If you have more than one language available, the Title you enter populates for every language.
    2. To change the Title that will display in a different language, select the Language from the list or the dropdown menu and enter a Title.
    3. The Update matching descriptions in other languages option defaults as selected or deselected based on your previous selection for it. The option cannot be changed during this workflow.
    3. The Use same template for all languages checkbox defaults selected, meaning that the same template file will be available for selection in every language, but you may create separate language templates to customize for contacts’ preferred languages if necessary.
       1. To create distinct language templates, deselect the Use same template for all languages checkbox.
       2. The template for the default language automatically populates in the Available Languages list, containing any template information you have already added.
       3. To create a blank language template, do the following:
       1. Click the Add button to the left of the Available Languages list.
       2. In the Available Languages pop-up window, select the checkbox for each language you want to include and click Finish.
  • Associations
    1. Select the desired associations. Selections made here determine the merge variables that can be selected and the areas of the system in which the template will be available for selection.
    • Contact
    • Claim
    • Opportunity
    • Servicing/Billing
    • Services
    • Quote
    • Related Accounts
    2. If you selected Claim in the previous step, select any Loss Notices with which the claim is associated.
    • ACORD Loss Notice
    • Automobile
    • Liability
    • Property
    • Workers Compensation
    • CSIO Loss Notice
    • Automobile
    • Property
    • UK Loss Notice
    • Motor
    • Household
    3. If the Account type is Client, optionally choose application detail to associate with this template. The template will be available for the types of applications you select here.
    1. Click the Add button  to the left of the Application Detail list.
    2. In the popup window that displays, select the checkbox next to each desired application.
    3. Click Finish or press [Enter].
  • Template Folder

    Use template folders to organize standard templates. You may add a template to additional folders at any time. For more information on setting up these folders, see Template Folder Configuration.

    • To choose the template folder(s) in which this template will reside, do the following:

    1. Click the Add button to the left of the list on this tab.
    2. In the pop-up window that displays, select the checkbox next to each desired folder.
    3. Click Finish or press [Enter] to add the template to the selected folders.
    • To remove the current template from a folder, do the following:
    1. Select the folder in the list.
    2. Click the Delete button to the left of the list or press the [Delete] key.
    3. You are prompted to confirm the deletion. Click Yes.  
  • Attachment Settings
    1. Select the Folder path (including subfolders, if applicable) where attachments created using this template will be stored by default. To browse to the correct path, click the lookup button , drill down to the correct folder, and click Finish
    2. In the Security section, optionally indicate the default Access level for documents created with this attachment template.
       
       Note: Public is the default access level, even if the field is blank.
    3. Select the Do not purge checkbox so this item is excluded from the attachment purge. If you select an Expire on date, this attachment will be excluded from the purge until that date and can be purged after that date has passed.
    4. Select the Client accessible checkbox if your organization uses Applied CSR24 Self-Service and you want to permit clients to see attachments created using this template. Optionally enter a number in the Client access expires after ___ days field to limit the length of time the attachment is viewable.
       
       These options are only available if Client Access is enabled in System Settings.
       
       A Folder Path is required for templates designated Client accessible.
    5. Optionally choose an Activity Code to associate to attachments created using this template.
    6. Choose the default Distribution method for this template.
    7. Select the desired Letter type.
    8. Choose the appropriate Paper type.
    9. Make a selection in the Insert into email as dropdown menu to specify whether documents created using this template will be attached to email messages, inserted into the text of email messages, or both.
    10. Make the desired selections in the Document Batch section:
    • Always open attachment locally: The template opens on the user’s workstation when a user merges.
    • Use first page paper tray from print destination user settings: Select this checkbox if you want the first page of an attachment created using this template to print to the First page tray selected for the user in Print Destination Configuration. If you do not select it, all pages of the attachment will print to the Other Pages tray selected for the user instead. If the user does not have these print tray options defined, this checkbox selection will have no effect.
    • Do not allow default template description to be edited: Select this checkbox to prevent users from altering the default description for this template when merging it.
    • Do not print document by default: This setting is specific to U.K. quoting workflows. You may disregard this option, as it is not applicable to North American organizations.
  • History/Comment

    The History section displays the date that the current template was added, the date it was Last updated (if applicable), and the date it was Last used (if applicable).

    Optionally enter notes about the template in the Comments section. For example, you may want to include notes for users who edit the template in the future, indicate the template’s purpose, or recommend potential uses for it.

  5. Click Finish or press [Enter] to complete the record.
  6. Click Add to add this record and create another one.
     
     Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, "Do you wish to discard changes?" Click Yes.
  7. If you did not click Cancel in the previous step, you are prompted, "Do you wish to edit the template now?" The best practice is to edit the template at this time. If you opt not to do so, you must create the document in Microsoft Word at a later time to make it available for use in Applied Epic.
     1. If you opted to create multiple versions of the template on the Languages tab, the Select Language pop-up window displays. Select the Language you want to edit and click Finish.
     2. The template opens in Microsoft Word. Type the body of the template. For instructions on integrating Applied Epic data in your document, see Applied Epic/Word Integration.
     3. When the template is finished, click the X in the upper right corner or click the Add-Ins tab and select Applied > Save & Exit. When prompted to save changes, click Yes.
• Edit a Standard Template
  1. Click Templates in the view filter and select Standard.
  2. Select the template and do one of the following:
  • Click the Edit button to the left of to the list.
  • Double click the template.
  • Click File > Open on the menubar.
  • Click File > Open on the options bar.
  • Press [Enter] on your keyboard.
  3. Make the desired changes on each tab. See the Add a Standard Template section above for detailed instructions.
  4. Click Finish or press [Enter] to complete the record.
     
     Click Add to add this record and create another one.
     
     Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, "Do you wish to discard changes?" Click Yes.
  5. If you did not click Cancel in the previous step, you are prompted, "Do you wish to edit the template now?" The best practice is to edit the template at this time. If you opt not to do so, you must create the document in Microsoft Word at a later time to make it available for use in Applied Epic.
     1. If you opted to create multiple versions of the template on the Title/Language tab, the Select Language pop-up window displays. Select the Language you want to edit and click Finish.
     2. The template opens in Microsoft Word. Type the body of the template. For instructions on integrating Applied Epic data in your document, see Applied Epic/Word Integration.
     3. When the template is finished, click the X in the upper right corner or click the Add-Ins tab and select Applied > Save & Exit. When prompted to save changes, click Yes.
• Edit a Standard Template in Microsoft Word

  Use this option to open a template for editing in Microsoft Word without also editing template detail. If the template is available in multiple languages, you must edit the document for each language individually.

  1. Click Templates in the view filter and select Standard.
  2. Select the template in the list.
  3. Click Actions > Edit Template on the options bar or menubar.
  4. The template opens in Microsoft Word. Make the desired changes. See Applied Epic/Word Integration for detailed instructions.
  5. When the template is finished, click the X in the upper right corner or click the Add-Ins tab and select Applied > Save & Exit. When prompted to save changes, click Yes.
     
     Click here for additional considerations regarding templates originally used in Applied TAM.

     It is a good idea to delete any existing date and time fields from templates originally used in Applied TAM and replace them at this time. You can insert a date and time into a template using one of three variables:

     • Applied Epic's Today's Date Variable
       
       On the Add-Ins tab, click the Applied menu and select Data. In the Data Field Selector window, open the GeneralDataMerge folder and select the Today’s Date variable.
       
       This variable, when merged, reflects the date that the document was created. If the document is added as an attachment on an account, it always reflects that merged date. This is the desired output for most organizations.
     • Microsoft Word's Date and Time Variable
       
       Click Insert at the top of the window and then click the Date & Time button.
       
       If you select the Update Automatically checkbox in the Date and Time pop-up window, the date is changed to the current system date every time the document is opened. This means that the date is updated every time a user opens an already-merged document. If someone opens a document to print a copy, the date will reflect the printed date instead of the merged date. The only way to change the state of this checkbox once the variable is added is to delete and re-add the variable.
       
       If you do not select the Update Automatically checkbox in the Date and Time pop-up window, the date added to the document is static. It will reflect the date and time that the template was created, not the date and time that the template was used for the client.
     • Microsoft Word’s CreateDate Variable
       
       Click Insert > Quick Parts > Field and select the CreateDate variable in the list of field names. Select the desired format for the output and click OK.
       
       When this variable is added to a template, it updates the date that the document was merged. This date remains static unless any changes are made to the document, at which point the date is updated to the date of that last edit. In other words, this variable reflects the date that the document was last modified.
• Delete a Standard Template

  You cannot delete a template that is associated with a quote attachment or a further action on an activity.

  1. Click Templates in the view filter and select Standard.
  2. Click to highlight the template in the list.
  3. Do one of the following:
  • Click the Delete button to the left of the list.
  • Click File > Delete on the menubar.
  • Press [Delete] on your keyboard.
  4. You are prompted, "Do you wish to delete this record?" Click Yes.
• Convert a Standard Template

  You can convert a standard template to a paragraph template or a master template. This conversion preserves the original standard template and creates an identical paragraph or master template.

  1. Click Templates in the view filter and select Standard.
  2. Click Actions > Convert Template on the options bar or menubar.
  3. Select the appropriate radio button:
  • Convert to new paragraph template

    This option converts the standard template to a new paragraph template, retaining all text and variables from the standard template. The original standard template remains unchanged.

    1. The Source Title defaults to the title of the template you are converting and cannot be changed.
    2. Enter the Target title for the new paragraph template.
    3. Select a Master template to which to add the new paragraph. You can add it to additional master templates later. If you select <None>, the paragraph is still created but is not added to a master template.
    4. Click Finish to create the paragraph template, or Cancel to discard changes.
  • Convert to new master template

    This option converts the standard template to a master template containing a single paragraph template that includes all text and variables from the standard template. You can add additional paragraph templates to this master template later if necessary.

    1. Enter a Target title. This entry is the name of both the new master template and the new paragraph.
    2. Click Finish to create the new templates or Cancel to discard changes.
• Copy a Standard Template
  1. Click Templates in the view filter and select Standard.
  2. Click to highlight the template you want to copy.
  3. Click Actions > Copy Template on the options bar or menubar.
  4. You can copy a master template in one of three ways. Select a radio button:
  • Copy to new template

    Create a duplicate standard template with a new title. This option can be useful as a starting point if you want to create a new standard template that is similar to an existing template.

    1. The Source title defaults to the template you selected to copy and cannot be changed.
    2. Select a Source language. If you select a template that exists in multiple languages, this is the language that will be copied. Note that if the Use same template for all languages checkbox is selected for the template you are copying, the only available language option is <All>.
    3. Enter the title of the new template in the Target title field.
    4. Select a Target language for the new template. If the Use same template for all languages checkbox is selected for the template you are copying, the Target Language defaults to <All> and cannot be changed.
    5. Click Finish.
  • Copy to existing template

    Copy all information in an existing template to another existing standard template.

    1. Select the Source language from the dropdown menu.
    2. Select the template to which you are copying from the Target title dropdown menu.
    3. Select the Template you want to copy.
    4. Select the Target language of the new template you are creating.
    5. Click Finish to create the new template in the selected language.
  • Copy to new language

    This radio button is enabled only if the Use same template for all languages checkbox is deselected for the template you are copying.

    1. The Source title defaults and cannot be changed.
    2. Select the language you are copying from the Source language dropdown menu. This menu populates based on the Available Languages on the source template’s Title/Language tab.
    3. The Target title defaults and cannot be changed, as you can only use this option to copy to another language on the same paragraph template.
    4. Select the Target language. Only languages that are not yet defined for this template are available for selection.
    5. Click Finish to copy the new language to the template.
  5. Click Finish or press [Enter] to complete the workflow.
     
     Click Cancel or press [Esc] to exit the workflow without copying the template. You are prompted, "Do you wish to discard changes?" Click Yes
  6. To edit the copy, click Actions > Edit Template on the options bar or menubar with the new item still highlighted in the list.
  7. The template opens in Microsoft Word. Make any necessary changes to it. For instructions on integrating Applied Epic data in your document, see Applied Epic/Word Integration.
  8. When the template is finished, click the X in the upper right corner, or click the Add-Ins tab and select Applied > Save & Exit.
• Preview a Standard Template as an Embedded Email

  This option allows you to preview the formatting and content of a marketing email before it is sent out as part of a marketing campaign. You can merge data from a specific account and select an email address to which to send the preview.

  1. Click Templates in the view filter and select Standard.
  2. Click to highlight the template in the list.
  3. Click Actions > Preview as Embedded Email on the options bar or menubar.
  4. If the template is available in multiple languages, the Select Language pop-up window displays. Select a Language and click Finish.
  5. In the Preview as Embedded Email pop-up window, click the lookup button in the Account Code field to locate an account from which to merge data.
  6. In the Account Lookup pop-up window, opt to search by Account Name or Lookup code, enter at least the first character of the name or code in the Search where field, and click Find.
  7. Click to highlight the appropriate Account and click Finish.
  8. Make selections on the tabs in the Preview as Embedded Email window.
  • Contact

    If the selected template is associated with client accounts, contacts for the account you chose display. Select the checkbox for all contacts for whom you want to preview the email.

  • Opportunity
    1. If the template is associated with client accounts, opportunities for the selected account display. Select the Include closed checkbox to include closed opportunities.
    2. Select the checkboxes for any opportunities you want to include in the email.
  • Service
    1. If the template is associated with client accounts, services for the selected account display. Select the Include closed checkbox to include closed services.
    2. Select the checkbox for any services you want to include in the email.
  • Policy/Claim
    1. If the template is associated with client accounts, policies and claims for the selected account display. Select the Include history checkbox to include historical policies.
    2. Select the checkbox for any policy you want to include in the email.
    3. Select the checkbox for any Claims and/or Loss Notices you want to include in the email. Type your drop-down text here.
  • Related Accounts

    Any accounts related to the selected account display. Select the checkboxes for any related accounts you want to include in the email.

  9. Make a selection in the Insert into email as dropdown menu:
  • Attachment
  • Both attachment and text
  • Text
  10. Enter a To email address or click the lookup button to locate an employee. In the Account Lookup pop-up window, opt to search by Account Name or Lookup code, enter at least the first character of the name or code in the Search where field, and click Find.
  11. Enter a Subject for the email message or click the lookup button to select a description that contains merge variables. Click to highlight the desired description and click Finish.
  12. Optionally enter a Message to display in the body of the email.
  13. Click Finish. An email is sent to the To address in the format selected in the Insert into email as menu.

Print the List of Attachment Templates

1. To print the list of attachment templates, click Templates in the view filter and select Master, Paragraph, or Standard.
2. Do one of the following:
• Click the Print button to the left of the list.
• Click Print > Listview on the options bar.
• Click File > Print > Listview on the menubar.
3. Print this list as you would any other document.