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Creating a New Correspondence Template

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To add a correspondence template, it is easiest to modify and rename an existing template. The following three procedures step you through this process, in which you:

• Open an existing template file.
• Modify and rename the template in Microsoft Word.
• Add a template record for the new file in Siebel Correspondence.

NOTE:  You may create a new correspondence template for a variety of purposes: for a company description, as a mailing label, and so on.

Opening an Existing Template File

To prepare to create a new template, you must drill down on the template link in Siebel Correspondence to open an existing template file.

To open an existing template file

1. From the application-level menu, choose View > Site Map > Document Administration > Correspondence Templates.
2. In the Templates list, drill down on the Template Name hyperlink.

   A dialog box appears asking whether you want to open the file or download it.

3. Select Open this file from its current location, and click OK.

   The template file appears in Microsoft Word.

Modifying and Renaming the Template

Now that the file has been displayed in Microsoft Word, you use Word's mail merge features to modify its merge fields and then save it under a different name. To modify merge fields, see Changing the Merge Fields of a Correspondence Template File.

Adding a Correspondence Template Record for the New File

Once you have created a new correspondence template in Word, you need to add a record in your Siebel application so your users can access the Word file as a template. Users will see the template in the Template field in the My Correspondence Requests view.

To add a template record

1. From the application-level menu, choose View > Site Map > Document Administration > Correspondence Templates.
2. In the Templates list, create a new record and complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   Active	Indicates whether or not the template appears in the Template list in the My Correspondence Requests view.
   Update File	A check mark in this field indicates that users want their copy of the template to be updated automatically each time the original file is updated.
   Comments	A description, and information about the template.
   Local	Indicates whether or not the template is available on the local hard disk. If a document is not available locally, you can request it by selecting the Request field. The file will be downloaded in your next synchronization session. This field applies to you only if you use Siebel Remote.
   Modified	The date that the template file was last modified.
   Template Name	The name of the file. Required.
   Personal	A check mark in this field specifies that the template will appear in the Personal Template view.
   Download File	Allows users to request templates from the server. When a check mark appears in this field, the document is retrieved during the next synchronization session. This field applies to you only if you use Siebel Remote.
   Size	The size of the template file.
   Type	The file type of the template file.
   Language	The language used by the Document Server to render mail merge fields based on MLOV and Global Data Business Component fields. For more information on these types of fields, see Siebel Tools Reference.
   Locale	The locale used by the Document Server to render mail merge fields based on locale-sensitive business component fields, such as dates and currencies. For more information on these types of fields, see Siebel Tools Reference.

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