Designing Document Templates
When creating Documents and mail merges, OfficeTalk takes a copy of the Document template and replaces one or more fields with information relating to you, the selected company and the selected contact.
The following is a list of fields that OfficeTalk recognises. Note that case is important.
<@Company> The selected company name. Valid only if a contact is not selected, blanked otherwise.
<@Contact> The selected contact last name. Blanked if no contact selected.
<@User> Your surname.
<@CompanyName> The selected company name. Valid only if a contact is not selected, blanked otherwise.
<@CompanyDescription> The selected company name and address1. Valid only if a contact is not selected, blanked otherwise.
<@ContactName> The selected contact last name. Blanked if no contact selected.
<@ContactDescription> The selected contact name (using contact name style). Blanked if no contact selected.
<@UserName> Your surname.
<@UserDescription> Your full name (using user name style).
<@UserLastName> Your surname.
<@UserFirstName> Your first name.
<@CompanyCreationDate> The date when the company record was created.
<@CompanyCreationTime> The time when the company record was created.
<@ContactCreationDate> The date when the contact record was created.
<@ContactCreationTime> The time when the contact record was created.
<@UserCreationDate> The date when your user record was created.
<@UserCreationTime> The time when your user record was created.
<@CompanyAddress> The company full address. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyAddress1> The company address1 field. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyAddress2> The company address2 field. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyAddress3> The company address3 field. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyTown> The company town/city field. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyCity> The company town/city field. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyPostcode> The company postcode. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyPhone1> The company phone1 field. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyPhone2> The company phone2 field. Valid only if a contact is not selected. Blanked otherwise.
<@CompanyFax> The company fax field. Valid only if a contact is not selected. Blanked otherwise.
<@ContactAddress> The contact full address field. This is the company address, if the contact belongs to a company. Otherwise it is the contact's home address. Valid only if a contact is selected. Blanked otherwise.
<@ContactAddress1> The contact address1 field. This is the company address1, if the contact belongs to a company. Otherwise it is the contact's home address 1. Valid only if a contact is selected. Blanked otherwise.
<@ContactAddress2> The contact address 2 field. This is the company address 2, if the contact belongs to a company. Otherwise it is the contact's home address 2. Valid only if a contact is selected. Blanked otherwise.
<@ContactAddress3> The contact address 3 field. This is the company address 3, if the contact belongs to a company. Otherwise it is the contact's home address 3. Valid only if a contact is selected. Blanked otherwise.
<@ContactTown> The contact town/city field. This is the company town/city, if the contact belongs to a company. Otherwise it is the contact's home town/city. Valid only if a contact is selected. Blanked otherwise.
<@ContactCity> The contact town/city field. This is the company town/city, if the contact belongs to a company. Otherwise it is the contact's home town/city. Valid only if a contact is selected. Blanked otherwise.
<@ContactPostcode> The contact postcode field. This is the company postcode, if the contact belongs to a company. Otherwise it is the contact's home postcode. Valid only if a contact is selected. Blanked otherwise.
<@ContactPhone1> The contact phone1 field. This is the company phone1, if the contact belongs to a company. Otherwise it is the contact's home phone1. Valid only if a contact is selected. Blanked otherwise.
<@ContactPhone2> The contact phone2 field. This is the company phone2, if the contact belongs to a company. Otherwise it is the contact's home phone2. Valid only if a contact is selected. Blanked otherwise.
<@ContactFax> The contact fax field. This is the company fax, if the contact belongs to a company. Otherwise it is the contact's home fax. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomeAddress> The contact full home address. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomeAddress1> The contact home address1 field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomeAddress2> The contact home address2 field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomeAddress3> The contact home address3 field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomeTown> The contact home town/city field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomeCity> The contact home town/city field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomePostcode> The contact home postcode field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomePhone1> The contact home phone1 field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomePhone2> The contact home phone2 field. Valid only if a contact is selected. Blanked otherwise.
<@ContactHomeFax> The contact home fax field. Valid only if a contact is selected. Blanked otherwise.
<@ContactFirstName> The contact's first name. Valid only if a contact is selected. Blanked otherwise.
<@ContactLastName> The contact's last name. Valid only if a contact is selected. Blanked otherwise.
<@ContactTitle> The contact's title. Valid only if a contact is selected. Blanked otherwise.
<@ContactCompany> The company that the contact belongs to. Valid only if a contact is selected.
<@Date> The current date.
<@Time> The current time.
<@ConversationSubject> The Conversation subject record in Conversation Mode.
Certain fields are blanked if either a contact is not selected (in the case of some contact fields) and if a contact is selected (in the case of some company fields). In these cases, it is possible to supply defaults for the fields. For example, you might be mailing a set of companies, some of whom have contacts that may be addressed as Dear <@ContactFirstName> and others which do not have contacts that should be addressed Dear Sir/Madam. It is possible to provide this default by appending a colon directly after the field name, just prior to the closing field delimiter `>'. For example, to achieve the stated result, the greeting in the Document template would be as follows: Dear <@ContactFirstName: Sir/Madam>
An example of a Document template is as follows:
Sareen Software Plc
Bydell House
Sudbury Hill
Harrow-on-the-Hill
Middx HA1 3NJ
<@Date>
<@ContactTitle> <@ContactFirstName> <@ContactLastName>
<@ContactCompany><@Company>
<@ContactAddress><@CompanyAddress>
Dear <@ContactTitle> <@ContactLastName:Sir/Madam>
If you have any further queries please do not hesitate to contact me
Yours sincerely
<@UserFirstName> <@UserLastName>
The above example uses the fields <@ContactAddress><@CompanyAddress>. The combination of these fields handles the case where you are writing a Document to a company rather than a contact. In such a case, the <@ContactAddress> will be blanked and the <@CompanyAddress> will be replaced.