Templates Admin/Use

Like headers/footers you can have as many templates as you like.

You can choose the header and footer you wish to use for the template - both can be blank if relevant.

The content of the template body can be whatever you like but with the body of the template, you also have access to some placeholders that can be added into the content.

Template Placeholders

Placeholders (are template / mail merge fields) that will auto-populate based upon the data associated with the process the template is being generated for.

The purpose of each placeholder and the format it needs to be added in is outlined below:

{{ProcessName}}	The name of the process as set in the Setup menu for the process
{{ProcessDueDate}}	The current process due date as at the time of the templates creation
{{ProcessStartDate}}	The date the process was started
{{Forenames}}	The first name of the person that started the process
{{Surname}}	The surname of the person that started the process
{{AddressLine1}}	The first line of their address for which the process related
{{AddressLine2}}	The second line of their address for which the process related
{{AddressLine3}}	The third line of their address for which the process related
{{AddressLine4}}	The fourth line of their address for which the process related
{{AddressCode}}	The postcode of their address for which the process related

Note these placeholders are specific to the Process (first three) and a OneVu Account for the remainder.

Using all of the placeholders, the body might look like this:

Placeholders in a template

You can see that the only thing a user would need to do in the above is add the information they require which means this is an adhoc write out for information letter.

However, you could of course build multiple templates with the information required within the body of the template already. But when this template is created on a process it will automatically populate all of the content.

You can see you can also format these like any other text. I.e. bullet points by the address and the process name set as a header.

OpenProcess Flex Placeholders

If a council is licensed for OpenProcess Flex, then they are able to use OpenProcess Fields within templates too.

This ensures the way in which documents are created is vastly more automated and user error reduced. To help illustrate this consider the following document template, which is a standard document within a corporate complaint process:

In the above, the person that built the template has added logical areas like <Customer Name> for an officer to replace these with the actual details prior to creating the document.

With the functionality in this OpenProcess Flex these can largely be dynamically populated properly. We use the format below:

{% FieldValue Code="FIELDCODETOBEUSED" %}

Where the field code for the Field is entered in the bold italics section.

Form reference can be added like so:

{% ProcessAttribute name="ExternalReference" %}

There is also a placeholder for today's date to be added:

{% DateTime FormatString="dd/MM/yyyy" %}

So if you want a letter to show today's date in it - particularly relevant if you want to tell someone to do something within say 7 days from today's date.

The format above is the default and will show it as 19/11/2021.However, all of the variations found here are supported.

E.g.

"MMMM dd, yyyy" will give November 19, 2021

"dddd, MMMM dd, yyyy" will give Friday, November 19, 2021

So you end up with a template, which looks like this and means the letter can be generated entirely from the Field data on the process: