Managing System / Job Letters (Corporate / Master)

1. Оn the navigational sidebar, select Setup.
2. Once the section expands, select Manage Letter Templates.
3. Select the System Letters tab.

The System Letter Templates page opens, as follows:

Here you can view the list of system letter templates.

By default, all system letter templates exist only at the corporate level. You can modify the system letter templates and further push them down to the Master and Franchise levels.

Editing the System Letter Template

On the list with system letter templates, locate the one which you want to edit. In the Manage Templates Location block, you can view the location where the template is stored on the Google Drive at the moment.

The color value of each location of templates is presented in the table below:

Corporate Templates Draft	green – the template exists in this folder and doesn’t exist in the Corporate Templates folder. yellow – the template exists in this folder, but it is not used as it exists in the Corporate Templates folder. red – the template doesn’t exist in this folder.
Corporate Templates	green – the template exists in this folder. red – the template doesn’t exist in this folder.

To edit the template draft:

1. In the Manage Templates Location block, locate the template draft you want to edit.
2. Click the GDrive  icon.
3. Make the appropriate modifications in the Google Docs.

To copy the corporate template draft to corporate templates:

1. In the Manage Templates Location block, locate the template draft you want to copy to the corporate emails.
2. Select this corporate template draft.
3. Click Copy to Corporate Templates.
4. Confirm the copying of the template draft.

The system will copy the template to the folder with corporate templates. You cannot edit the corporate template (of the system letter). To add modifications, you need to edit the corporate template draft and then copy it to corporate templates.

Note

If a letter template file with the selected template name exists in the Corporate folder, the existing template will be replaced.

Note

In rare cases due to Google Propagation Lag the status (circle - red, yellow, green) cannot be immediately updated. If you copy the template and see that status is not updated, refresh the page or check that document is copied in Google Drive - by clicking the GDrive icon. The status will be updated as soon as Google sends the info that the document was copied.

Propagating the System Letter Template to Master Zones and Offices

Sometimes you may need to delete the system letter template for all Master Zones and Offices (within your Corporate Zone) if they were using a customized version of your Corporate template. This may occur when you have introduced a series of significant changes into the system letter template and you want to use the updated template throughout Master Zones and Offices within your Corporate Zone.

1. On the list with system letter templates, locate the one which you want to propagate to all Master Zones and Offices within the Corporate zone.
2. Select this system letter template.
3. In the Manage Templates Locations block, select the Corporate Templates option.
4. Click Push Down.
5. Confirm the executed operation in the prompted dialog form.

Note

After confirmation of the operation, the system will remove this system letter template (and its revisions if any exists) from all GDrive folders of Master Zones and Offices within the Corporate zone. The system will copy the new Corporate version of this system letter template to all Master Zones and Offices.

Validating Placeholders in System Letter Templates

The system can automatically validate the placeholders and conditions in system letter templates and indicate the found issues.

Validation of placeholders and conditions in system letter templates is possible when the document template markers are shown as ‘green’ or ‘yellow’. If the document template is shown as ‘red’, you cannot initiate the placeholder and condition validation in such system letter templates.

To validate placeholders and conditions in the system letter template, click the Validate Placeholders  icon.

The system will validate the following:

1. The used placeholders and conditions exist and can be replaced with their actual values from the database. If a placeholder or a condition is missing, the system will return a corresponding error.
2. The specified placeholders and conditions are of the correct format, as follows:
   • $PlaceholderName (NOT $PlaceholderName$).
   • #ConditionName (NOT #ConditionName#).
   • If the format is not correct, the system will return a corresponding message with the list of failed placeholders and conditions.
3. The system checks that placeholders and conditions can be parsed correctly within the internal document structure. For example, if the placeholder is separated from the ‘$’ symbol, such placeholder will not be parsed properly. The corresponding error will be displayed.