Using Letter Template Editor to create, edit and distribute letter templates

Owned by Fiona Wilson
Last updated: Sept 21, 2023 by Fiona Wilson
4 min read

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 toolbar will open (usually to the left of your desktop), as shown below

2. Letter Template Editor toolbar

New user interface available from AgencyCloud 12.159+
All functionality available in both new & legacy interface formats

Letter Template Editor toolbar 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 created outside of AgencyCloud to be added as a template

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

  • Select the required option and click Proceed

 

3. Carry out work on template

Your new/existing template will be displayed as a Word document to the right of the toolbar

  • Use Word document to set up your template as required

  • Add required text

  • Use toolbar on left to add the required merge fields/codes to the Word document

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

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

4. Lock objects on template

Any images, shapes or text boxes on your templates need to be locked to make sure they don't move when you generate your letter

From your template:

  • Right-click over an object and select More Layout Options

  • On the Position tab, adjust the settings to match these outlined below
    (measurements shown will be in relation to the position of the object on the page)

    • Horizontal

      • Absolute position to the right of Page

    • Vertical

      • Absolute position below Page

    • Options:

      • Move object with text - un-tick

      • Lock anchor - tick

  • Click OK to save, then repeat this step for all objects on your template

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

When your template is complete, from 12.156+ functionality is available to allow it to be previewed before distributing to your users

Choose up to 3 role types to be merged into it via the Configure Preview function to allow the template to be tested
For example, if testing a new market appraisal appointment letter, select a property in the Configure Preview screen

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

6. 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 6a below for information on saving within categories 

6a. Using letter categories

On the left panel of the letters screen, 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 (;) 
    For example:
    Applicant;File Name
    Appointment;File Name
    Contact;File Name

  • If it is a property brochure template, add Details to the end of the file name
    For example, for a brochure:
    File Name Details