If your company has started using Equinox recently, your system will automatically use Smart Templates.

Note: All Equinox systems set up before October 2019 use Standard Templates. To begin using the Smart Templates functionality please contact [email protected]. 

TABLE OF CONTENTS

Where to find Smart Templates in Equinox

You can access the Smart Template screen from the System tab > Standard Templates.

Smart Templates are displayed beneath any Standard Templates that are uploaded to your system.

Smart Template Elements

Smart Templates are created in ‘Elements’ that are combined to generate correspondence, e.g., The Header and Sign-off of templates are stored separately and only need to be updated in one place to affect all linked templates. Here's a table containing information about these elements:

Element NameInformation
Master TemplatesMaster Templates are uploaded as Word documents (.doc/.docx) rather than RTFs.
New email configurationThere are new email options that can be configured to specify how correspondence should be generated when sending via Outlook.
Smart Template generationSmart Templates are generated via tasks. This ensures there is an audit log of when the correspondence was generated and whether it has been sent.
Outgoing Correspondence screenThis screen is accessible from the Main Menu screen in Equinox. It lists all tasks that have Outgoing Correspondence linked, so that you can monitor what correspondence is waiting to be sent.
Published StatusThis field is within 'Document Details'. It lets you track the status of correspondence documents in Equinox from Draft > Finalised > Sent.

Set Up Process

Here is how to configure Smart Templates within your system:

  1. Create and upload your master template(s) (for Word/PDF document generation)

  2. Add your header element(s)

  3. Add your sign-off element(s)

  4. Add the body of correspondence as (a) content template(s)

Note: Recent Equinox users will have Smart Templates enabled as standard.

Upgrading to using Smart Templates

  1. Get in touch with our support team if you are interested in using Smart Templates

  2. We'll enable the Smart Template functionality

  3. A new section called ‘Smart Templates’ is available to manage the Elements of your Smart Templates

  4. Access the Smart Template screen from the System tab > Standard Templates

  5. Smart Templates are displayed beneath any Standard Templates that are uploaded to your system

  6. Configure your Smart templates

Note: There is no immediate change to how you generate templates. You can continue using your Standard Templates.

Transferring Standard Templates to Smart Templates

Note: If you are transferring Standard Templates to Smart Templates you'll need to: 

  1. Download the current templates

  2. Copy the body of the templates

  3. Paste the template body into Content elements

Note: When the Smart Template functionality is enabled, the Correspondence Management functionality is also enabled. See Correspondence Management for more information on how this will affect your system.