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Templates, Useful Tips for Getting Started

1. You’ll find your existing Word templates in the TEMPLATE sub-folder of the Durell data folder called Imw-Data.

2. You should create further sub-folders within the TEMPLATE one in order to organise your templates (e.g. sub-folders within the “TEMPLATE” one for “Accounts”, “Motor”, “Life”, “Commercial”).

3. To convert an existing Word document into a template you must change the file's suffix from .doc to .dot (or from .docx to .dotx), for example from “letter.doc” to “letter.dot”. So start by copying examples of your most commonly used existing Word docs into these sub-folders and renaming them as dot files (e.g. rename “Fred’s Motor, Renewal.doc” as “Motor, Renewal.dot”).

4. Alternatively copy-&-paste existing templates, rename them and then edit them (e.g. copy & paste “Motor-Renewal.dot” to create a new version which you rename as “Houshold-Renewal.dot” and then edit it).

5. Always try to name your templates with the main type first, followed by the sub-types (e.g. "Household, Renewal, DD.dot" and "Household, Renewal, Cheque.dot").

6. To quickly edit the text or layout of an existing template go to the TEMPLATE folder, right-click the template and select “Open” (n.b. avoid the mistake of double-clicking it, or selecting “New”, where in both cases you'll start a new letter based on the template).

7. Also be warned: when saving new templates Microsoft will prompt you to save them in a folder called “Templates” (n.b. plural) which is the wrong location on Drive C (i.e. it's the default Microsoft single-user location). All Durell templates must be saved in the “\Imw-Data\TEMPLATE” folder.

8. Once you've got a basic template ready and want to edit it further, for example to add Durell data fields, select it in the Durell Document Viewer, making sure that...

9. Before proceeding, activate the Durell Help and if possible select a section that tells you the applicable data field names (e.g. for premium and commission fields select the section called General Insurance, All Policies, Data Fields for Premium Screen, as shown below).

10. To add more data fields to the Data Field Set called "Standard", starting from the “Link to Microsoft Word” pop-up...

11. Once you have the correct fields in your data set, proceed to edit the selected template, making sure that you CLEAR Durell's "Tick this box for normal documents", as shown below (and always leave the other tick box called “Include client policy details” clear too)…

12. Once in the template, depending on the version of Word that you’re using, the two key buttons are…

13. When loading today’s date you are advised to copy-&-paste the one you’ll find in Durell’s template called “Letter” as this is a “Created date” version which will retain the date when each letter is generated. If you use Microsoft’s “Today’s date” instead you’ll find your template always displays the current date, even for letters that are two years old.

14. When re-saving a template from within Durell it must…