DejaOffice PC CRM - Email and Document Templates

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When sending emails to DejaOffice PC CRM Contacts, using Email Templates will allow for quick population of relevant fields from the selected record. This pulls Field Names from the database and inserts the correct data into the Email from the selected Contacts.

Enabling Email Templates

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To enable Email Templates in DejaOffice PC CRM:

  1. Open DejaOffice PC CRM.
  2. Select Settings in the bottom left.
  3. Select Template Settings
  4. Enable the option to "Use Templates for Emails".


If a Template Exists, when selecting the Email Contact icon in the DejaOffice PC CRM Contacts, you will be prompted to choose a template.

Creating Email Templates

To use Email Templates you must first create a Template. To create a template:

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  1. Open DejaOffice PC CRM.
  2. Select Settings in the bottom left.
  3. Select Template Settings
  4. Select Edit, choose Add and select Text Document.
  5. Enter a Subject. This line will automatically populate the Email Subject when this template is selected.
  6. Enter information in the Text field which will automatically populate the Body of the Email.
  7. Save the Template.


Auto Populating fields from a selected Contact:

Using templates you can insert Field Names directly into the Template, which when used with a Contact, will pull that information directly from the Contact.

  1. In the Template Edit menu from the steps above, right click in the Text field.
  2. Select the Field Name you would like to populate from a Contact in the Template.
  3. Save the Template.


Now when you use this Template to send an email to a DejaOffice PC CRM Contact, the selected "Field Name" will pull that data from the selected contact.

For Example, selecting the "[companyName]" value in the Template will read this field from the selected Contact "Company Name" Field and populate the email with that information directly from the selected contact.

Modifying an existing Email Template

To modify an existing template:

  1. Open DejaOffice PC CRM.
  2. Select Settings in the bottom left.
  3. Select Template Settings
  4. Select the Edit option, select the Template you want to modify, and click the Edit button.


Enabling Document Templates

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To enable Document Templates in DejaOffice PC CRM:

  1. Open DejaOffice PC CRM.
  2. Select Settings in the bottom left.
  3. Select Template Settings
  4. Enable the option to "Use Templates for Documents".


If a Template Exists, when selecting the Document icon in the DejaOffice PC CRM Contact Detail Panel, you will be prompted to choose a template.

Creating Word Document Templates

To use Word Document Templates you must first create a Template. To create a template:

  1. Open DejaOffice PC CRM.
  2. Select Settings in the bottom left.
  3. Select Template Settings
  4. Select Edit and then choose Add. Select Word Document.
  5. Word will open. Type your Document Template and when you want have something fill from the DejaOffice PC CRM field (such as Name, Company, Phone number, etc.) select the Insert Merge Field option from the Word Tool Bar. Here you will find the PC CRM Fields to select.
  6. When complete Save the Word Document Template.
  • Note: You can also create text Document Templates at Step 4, but Word Document templates are much more robust.


Using Word Document Templates

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When you have a document template created. To use a template:

  1. Open the DejaOffice PC CRM Contacts.
  2. In the Contact Detail Panel for the selected contact, click the Document Icon in the top right of the Contact Name.
  3. Select the Document Template you want to use.
  4. Word will open. Selecting "Finish & Merge" from the Word Tool bar will populate the fields for Printing or Emailing.
  • Note: You can also preview the document with the populated fields by selecting "Preview Results" from the Word Toolbar.


You can also right click a Contact or Multiple Contacts in the DejaOffice PC CRM Contacts list and choose Use Word Document. Selecting Multiple Contacts will open a multiple page template with each page populated with the selected PC CRM Fields.

Modifying an existing Document Template

To modify an existing template:

  1. Open DejaOffice PC CRM.
  2. Select Settings in the bottom left.
  3. Select Template Settings.
  4. Select the Edit option, select the Document Template you want to modify, and click the Edit button.



Convert Act! ADT Document Templates to DejaOffice PC CRM Templates

Act! uses .Adt files for Document Templates. Follow the steps below to convert an Act! Document template to a DPC Document Template:

  1. Open the .Adt file in Microsoft Word.
  2. Resave the file as a .docx.
  3. Move the file into the DPC Document Template folder.
  4. Open DPC Settings, select Template Settings, select Edit, select the new Template and choose Edit.
  5. Find the sections that were populated from Act! Fields, they will be listed with "<>". Remove this field, select the Insert Merge Field option from the Word Tool Bar (Under the Insert section) and select the corresponding DPC Field.
  6. Save the document.


You will now be able to use the Document Template in DPC.

  • Note: DPC does not use a "My Record" like Act! For those fields you will want to enter your Name, Company and Phone number without using a merge field.
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