Creating Letter Templates

This quick start guide will help you create a basic letter template in ACE using sample templates. It's perfect for users who are new to ACE or need a simple letter setup without advanced customization. By following these steps, you'll be able to generate personalized letters that incorporate data from ACE.

Prerequisites:

Before you begin, ensure that you have:

• Installed LibreOffice Writer: This is the software used to create and edit letter templates.

• Configured the ACE Letter Data Source: This allows you to access ACE data fields within LibreOffice.

Refer to our guide on Configuring the Letter Data Source before proceeding.

Organizing Your Files

Tip: Enhance your workflow by creating a dedicated ACE Letters folder on your computer. This folder is ideal for storing both the ACE.ods database and your ACE letters. By centralizing these files, you ensure easy access and efficient management.

Using a Sample Letter Template

Step 1: Access Sample Templates

1. Navigate to Letter Profiles:

   1. Go to Setup → Letters → Profiles in ACE.

2. Locate a Sample Template:

   1. Find the Sample Debt Letter or another relevant template provided by ACE.

Step 2: Download the Template

1. Download the Template:

   1. In the Template File field, click on the cloud icon (🛈) to download the template.

2. Save the Template:

   1. Save the template in your ACE Letters folder, preferably in a subfolder named Templates.

Step 3: Open the Template in LibreOffice Writer

1. Open LibreOffice Writer.

2. Open the Template:

   1. Go to File → Open.

   2. Navigate to your Templates folder and select the downloaded template.

   3. Click Open.

Customizing the Sample Template

Access the Database:

1. Navigate to View → Data Sources in LibreOffice Writer.

Explore Database Tables:

1. Click on the database you previously set up.

2. Expand the database by clicking the '+' button.

3. Explore available tables for use in letter creation.

Sample Letter Example:

1. Refer to the sample letter below.

2. Notice the highlighted fields representing database entries.

3. To incorporate these fields, drag and drop the field title (e.g., companyName) into the document.

4. During letter generation through the InterProse portal, these fields will auto-populate with relevant information.

Setting the Date:

1. To insert the date, follow these steps precisely:

2. Go to Insert → Fields → More Fields → Date.

3. This ensures that the date reflects the current sending date.

4. Optionally, you can offset the date if the letter will be sent on a future date.

Adding a Logo:

1. To include a logo:

2. Navigate to Format → Page → Header.

3. Ensure that 'Header On' is checked.

4. Click OK

Saving Your Customized Template

1. Save the Template:

2. Go to File → Save As.

   1. Save the template with a new name (e.g., MyCustomLetter_Template.odt) in your Templates folder.

Next Steps

At this point, you have a basic letter template customized with ACE data fields and your branding.

• To use this template in ACE:

  • Create a Letter Profile: You'll need to associate your template with a letter profile in ACE to generate letters using this template.

  • Refer to the Comprehensive Guide: For detailed instructions on creating letter profiles and advanced customization, see Creating a New Letter Template and Letter Profile in ACE.

Tips

• Organize with an ACE Letters Folder: Keeping your templates and data sources in one folder makes it easier to manage your files.

• Backup Your Templates: Regularly back up your templates to prevent data loss.

• Consult Legal Counsel: Ensure your letter content complies with applicable laws and regulations.