Custom Letter Template Overview

Voyager custom letters consist of two files: a template file and a script file.

Creating a custom letter template in Microsoft Word involves the following procedures:

l	Creating a letter template in Microsoft Word

l	Copying the letter template to the Voyager reports path

This path is the folder that contains Voyager reports. The reports path is defined in Voyager System Administration as a part of the Voyager setup process. For more information about defining your reports path, see “Accounts and Options Setup” in the Voyager Core Setup Guide.

l	Creating or updating a script file for your template to use

l	Saving the script file in your default reports path, using a new file name

Custom letters consist of two files: a Microsoft Word template file and a script file. The Microsoft Word template file contains the text and mail-merge tags-- sometimes also called tokens--that you want to use with the letter. The tokens represent the information that merges into the letter when users produce the letter.

When you type a token, you must enclose it within two sets of chevron symbols (<< >>). For example, the <<Tenant_Last_Name>> token merges the resident's last name into a letter. When users print the letter, Voyager replaces each token with the information associated with the token.

Do not use spaces within or between the chevron symbols and the token name.

The following graphic shows an example of a rent-adjustment notice letter template created in Microsoft Word, as it appears with the Voyager mail-merge tokens.

When you save a template, save it as a DOCX, DOC, or PDF file, giving the file a name that represents the purpose of the letter; for example:

y_pha_rentadjust.docx

The script file for a custom letter contains the instructions that Voyager uses to produce the letter. Each Microsoft Word letter template file needs a corresponding script file.

Voyager includes the rs_pha_FILL_DOC_template_script.txt file in the Voyager reports path. This TXT file is an all-purpose SQL script file that you can use for Public Housing letter templates.

If you do not see the rs_pha_FILL_DOC_template_script.txt file in your reports path, the file name may have changed. If needed, contact Yardi technical support.

Although you can create your own script file, using the all-purpose file is an easy way to add a script file for a template.

If you want to use the script file with a Microsoft Word letter template, you must change the following two sections of the file:

l	//Title Replace the words Resident Template with the title of the letter that is associated with this script file. This title appears on the report filter when users select the file.

l	//Select Primary Replace Select 'Letters' _FILE_ with the name of letter that you want the script to use.

The following graphic shows a partial view of the rs_pha_FILL_DOCS_template.txt script file.

After making these changes to the script file, you should save the file in the Voyager reports path, giving the saved file a new name.

The new file name should reflect the name of the corresponding Microsoft Word template file. For example, if you created a template file with the name of verify_member.docx, you would name the script file verify_member.txt. If you need to make changes in the future, using similar file names makes it easy to find both files.

Additional Information

Custom Letter Template Setup Overview