How do I create and manage a template for correspondence?

This article will guide you through creating standard templates which can be used across all cases in your firm. Common scenarios include contacting executors or beneficiaries, or writing to financial institutions to obtain date of death balances.

How do I create a template?

• There are 2 routes to reach the Template Library for your firm. You can either:
  1. Navigate to the top right of your screen, click on your name and select Manage templates
     
     
     
     
  2. On the case dashboard for one of your cases, navigate to Correspondence then click the Manage templates link in the top right of your screen

• Click + Add template in the Template Library

• There are 2 ways to create a template, you can either:
  1. Use the Drag and drop or Upload document options to use an existing Word template you already have setup for your firm, or
  2. Continue without document to start creating your template from scratch in Exizent

Uploading an existing template

• Click Upload document then select the correct template file from your computer or drop the correct template file into the Drag and drop here section
• Then click Create from document

Creating your own template

• Click Continue without document
• You can then insert firm branding and contact details in the header and/or footer if required and write the desired content for your template

How do I insert Placeholders?

• 1. Position your cursor where you want the placeholder to go in your template 
  2. In the Placeholder directory use the search box or scroll to identify the placeholder you need
  3. Click on the + sign to insert the placeholder in your template

In the example below, the placeholder that has been selected is Deceased full name - this has then been inserted into the template as below:

Editing, Saving and Publishing the Template

• The content of the template can be written or edited on screen
• You can style the letter as you wish in terms of fonts, sizing, justification - there is a full range of editing tools available in the Home tab displayed at the top of your template
• Use the Layout tab to set margins
• Use the Insert tab to insert page breaks, tables or images
• Once you are happy with the content and styling of your template, update the Template name field on the left of the screen with a name which clearly identifies what the template is used for eg. "Financial Institutions Date of Death Balance Enquiries Template"
• When you are ready to Publish template move the dial to the right - this will make the template available to all users in your company and across all cases

• Click Save template after editing
• Once saved you will return to the Template Library

Understanding the Template Library 

You can see a list of all the templates created by the firm on the Template Library page:

• The name of the template
• The status of the template - Published or Draft
• When the template was last Updated and who it was Edited by

To View and edit Templates:

• Locate the template you want to view or edit and click View
  
  
• From this screen you can:
  • Rename the template
  • Publish or Unpublish it (return it to a draft)
  • Download as Word document using the 3 dots next to the Save template button

• Edit as required and then click Save template when finished

To Delete templates:

• Locate the template you wish to delete and click the 3 dots:
• Click Delete

Using the Templates

Once templates have been added and published as required, everyone in your team will be able to select them when creating Correspondence documents in their cases.