Application Support Note
ASN-2004-204
Creating Templates for AXIS Diplomat 2004 Document Attachments
Last Reviewed:
05 November 2004
Products affected: AXIS
Diplomat 2004 Accounts, AXIS Diplomat 2000SE Accounts
Description
New
in AXIS Diplomat 2000SE ("Second Edition") was the ability to
attach any type of document (for example Word Processing documents, Spreadsheets,
Photographs, CAD drawings, etc.) to Call History records within the Customer
Account. Existing documents can be attached using standard Windows "drag
and drop" functionality from, for example, "My Computer"
or from "Windows Explorer". In addition, new Microsoft Word
documents can be created from within AXIS Diplomat and automatically
attached to the Call. This is done by clicking on the "Create" button as shown below:
When the Create Attachment button is clicked, it
offers a list of templates that have been previously created. These templates
are standard Word templates (.dot files) that have been saved in the \AXIS2000\template or \AXIS2004\template
folder on your AXIS Diplomat program drive. In addition to the
standard features of a Word template, however, you can add AXIS Diplomat
merge fields, which are replaced by data from the Call History and Customer
Account at the time that a Word attachment is created from the template.
In practice, this means that you can create a number
of standard letters and, when creating a Call History attachment based
on one of those standard letters, information from the system will be
used to customise that letter.
To create a Word Template, follow the procedure
below:
Step 1 - Create a basic Word document
Step 2 - Add any AXIS Diplomat merge fields that
you require. These fields are enclosed in braces ("{...}") and
may be selected from the following list:
Reference |
This unique reference is generated as a combination
of the AXIS Diplomat Company ID (eg Co1), the call number, the operator
ID and the name of the Word template that has been used and the number
of attachments currently on the call. |
Date |
Today's date. |
Call |
The Call Number for the call that the document
has been attached to. |
Name |
The full name of the contact with the customers
organisation that the call has been assigned to. |
Salutation |
The salutation of the contact with the customers
organisation that the call has been assigned to. |
Company
Address1
Address2
Address3
Adrdess4
Address5 |
The name and address of the customer that the
call is attached to. |
UserId |
The User ID of the operator creating the attachment. |
UserName |
The full name of the operator creating the
attachment. |
UserTitle |
The job title of the operator creating the
attachment. |
UserEmail |
The email address of the operator creating
the attachment. |
The last three fields (UserName, UserTitle and UserEmail)
rely on optional information held within the Operator Privacy details
of AXIS Diplomat. If these have not been set for your user account,
please contact your AXIS Diplomat administrator to update your
details.
A simple letter, created in Word, to use these fields,
might look like this:
Step 3 - Save the document as a Word Template file
in the \AXIS2004\Template folder
Note that as soon as you select Document Template
(*.dot) as the type of file to save, Word will automatically switch you
to the default Template folder. You should therefore select the file type
before selecting the \AXIS2004\Template folder to prevent needing to select
that folder twice.
You are now ready to create a Word document attached
to an AXIS Diplomat Call History record.
For example, the call below:
Clicking on the Attachments tab and then the Create
Attachment button, you will be presented with a list of the templates
available:
Selecting the Word template shown above would create
a Word document that looks like this:
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