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This guide has been reviewed against our global client base and classed as relevant to all regions

The Letter Template Editor is an inbuilt tool to assist in managing new and existing letter templates for use in AgencyCloud, access to this application within a company is usually limited

Letter templates are created in Microsoft Word and use merge codes/fields - these fields instruct the template to take the required information from AgencyCloud

1. Accessing the Letter Template Editor

  • From the main menu, click on your name/office (top left)

  • Click Tools then select Letter Template Editor

    The Letter Template Editor screen will open (usually to the left of your desktop), as shown below

2. Letter Template Editor screen

  • Options include:

    • Create a new template 
      Opens a blank Word document, allowing a new template to be created from scratch

    • Convert an existing document to an AgencyCloud template
      Allows a document, that has been created outside of AgencyCloud, to be added to the system as a template

    • Edit an existing AgencyCloud template
      Use to edit an already existing template

  • Select the required option and click Proceed

3. Carry out work on template

Your new/existing template will be displayed to the right of the toolbar

  • Use Word document (on right) to set up template

  • Add required text and use the toolbar on left to add the required merge fields/codes

    • Expand sections, then click and drag required codes to the Word document

See this guide for more information on using merge codes with the Letter Template Editor:
Using merge codes with Letter Template Editor

4. Configure preview & preview changes before distributing template
(functionality available from AgencyCloud 12.156+)

When your template is complete, from 12.156+ it can be previewed before distributing to your AgencyCloud users - to allow the template to be tested, choose up to 3 role types to be merged into it via the Configure Preview function
For example, if testing a new market appraisal appointment letter, select a property record to test with

From the bottom left of the toolbar:

  • Click Configure Preview

  • Use the Preview Template Configuration screen to select up to 3 roles from Applicant, Property, Landlord, Contact and Tenancy:

    • Click magnifying glass icon to right of field and use the search screen to find the required record to use for the preview
      The records chosen in the Configure Preview screen are saved for this session, allowing you to continue to work on the template and click Preview when changes need to be checked

    • Click Save

Preview the letter:

  • From the bottom left of the toolbar, click Preview
    A new screen will open in Word (in preview mode)

  • When the content of the template has been checked, the preview screen can be closed
    This allows you to return to the main screen (seen above) to carry out further work or to save/distribute the template, see next step

5. Distributing the new/edited template

At the bottom of the Letter Template Editor toolbar:

  • Click Distribute Template 
    The Save file as window is displayed

  • In the Change folder menu, select the appropriate option to ensure the letter is saved to the right location

  • Enter a File Name for the letter and click Save
    See 5a below for information on saving within categories 

5a. Using letter categories

You may notice your letter templates are organised into categories - for example: Applicant, Appointment, Contact etc.

  • To distribute a letter to the letter template folders, add the folder name at the beginning of the File Name followed by a semicolon (;) 
    If it is a property brochure template, add Details to the end of the file name

  • For example:
    Applicant;File Name
    Appointment;File Name
    Contact;File Name
    For a brochure: File Name Details

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