Communication template management overview

A communication template is simply a master document created for the production of multiple letters, emails or text messages (SMS) in a consistent and personalised format. The communication may be sent out to many recipients with only small changes being required, such as the address, the salutation and the inclusion of incident-specific data e.g. the date of an inspection, the commencement of a repair work order, a summary of completed tasks, etc. The process to create a template is very simple: firstly construct the text that will be the same for all recipients and then secondly, add place holders - also referred to as merge tags - which will be replaced with live data when the communication is compiled. There is no limit to the number of different templates that can be stored for repeat communications, each saving valuable time, even when corresponding with a relatively small group of recipients.

An example repairs inspection template is shown in the graphic below, revealing how place holders are used to good effect.

When compiled, the communication output - letter, email or SMS - will be repeated as many times as there are recipients in the distribution list, with the place holders replaced with live data. An example of the resulting communication is shown in the graphic below.  

Separate help articles have been created for each key aspect of communication template management, including:

• Understanding the communication template editor
• To define a communication letter template
• To define a communication letter template in MS Word
• To define a communication email template
• To define a communication SMS template
• Communication merge tags library overview