HQ contains a powerful template editor for creating both email and document templates. Templates can be used for any purpose in HQ and are not limited to “just an email” or “just a document”. In addition, HQ’s templates can contain any number of “Smart Tags”. These are short pieces of text – something like ‘HQ:Address’ – that are automatically substituted by HQ for the relevant information from the database.
To create a template, go to the menu item Documents>Template Editor.
A window similar to the following appears. This is the Template Editor:
The editor contains many of the same buttons and menus as the document editor but has a few special additions:
- Public / Private :
- Select one of these two options to make the template available to all team members to to keep it to yourself.
- Smart Tags Button:
- Clicking the smart tags button pops up a dialog with options for the available HQ smart tags as show below:
To insert an HQ Smart Tag into a template, select your tag from one of the drop-downs (People, Business and General) and click “Insert HQ Tag”.
The last drop-down (HQ Template) is a list of current templates). This enables one (or several) templates to be inserted inside another. This is useful for creating such things as a corporate letterhead that you may them wish to apply to all documents. If you subsequently change any details of your address then you can simply change one template and this will be used by all the other templates.
The core HQ Smart Tags (other tags are available for variants of HQ) are as follows:
| People Tags | |
| HQ:Title | The title of a person e.g. Dr, Mrs, etc |
| HQ:Name | The full name of a person (firstname + ” ” + lastname) e.g. Fred Smith |
| HQ:FirstName | The first name of a person e.g. Fred |
| HQ:LastName | The last name of a person e.g. Smith |
| HQ:Reference | The reference field on a contact card |
| HQ:Initials | The person’s initials – generated automatically from firstname and lastname e.g. FS |
| HQ:FirstInitial | The first letter of the firstname capitalised e.g. F |
| HQ:Source | The source field on a contact card e.g. Trade Show, Magazine, etc |
| HQ:Address | The address made into a printable form. Blank lines are removed and carriage returns are placed between lines. |
| HQ:Address1 | The first line of an address (may be blank) |
| HQ:Address2 | The second line of an address (may be blank) |
| HQ:Address3 | The third line of an address (may be blank) |
| HQ:County | The county line of an address (may be blank) |
| HQ:Country | The country line of an address (may be blank) |
| HQ:Postcode | The postcode line of an address (may be blank) |
| HQ:Email | The person’s email address |
| HQ:Email2 | The person’s alternative email address |
| HQ:Fax | The person’s fax number |
| HQ:Town | The Town or City line of an address (may be blank) |
| HQ:Telephone1 | The person’s primary telephone number |
| HQ:Telephone2 | The person’s secondary telephone number |
| HQ:Mobile | The person’s mobile telephone number (used to send SMS messages) |
| HQ:BusinessName | The name of a business associated with a person. If this is left blank, and the person is linked to one or more businesses, then the name of the first associated business will be automatically substituted here. |
| HQ:JobTitle | The person’s job title |
| HQ:Secretary | The person’s secretary |
| HQ:Latitude | The latitude of the address on the person’s card |
| HQ:Longitude | The longitude of the address on the person’s card |
| HQ:Website | The website on the card |
| HQ:History | A table of the last 20 items in the person’s history |
| HQ:CustomField1(fieldname) | Up to 20 custom fields can be added to People contact records in HQ. Smart Tags are provided for all these fields and will show here with the fieldname you have given to these custom fields. Further information about custom fields is available in the administration section. |
| Business Tags | |
| HQ:Name | The name of a Person or the name of a Business – depending on the context of the document. |
| HQ:BusinessName | The name of the business |
| HQ:BusinessTradingAs | The “Trading As” name of the business |
| HQ:BusinessReference | The reference field from a business’s contact card |
| HQ:BusinessSource | The source field from a business’s contact card e.g. trade show, radio advertising, etc. |
| HQ:BusinessAddress | The business address field from a business’s contact card. Blank line are removed and carriage return are placed between remaining lines. |
| HQ:BusinessAddress1 | The address1 field from a business’s contact card |
| HQ:BusinessAddress2 | The address2 field from a business’s contact card |
| HQ:BusinessAddress3 | The address3 field from a business’s contact card |
| HQ:BusinessCounty | The county field from a business’s contact card |
| HQ:BusinessCountry | The country field from a business’s contact card |
| HQ:BusinessPostcode | The postcode field from a business’s contact card |
| HQ:BusinessEmail | The email address field from a business’s contact card |
| HQ:BusinessFax | The fax number field from a business’s contact card |
| HQ:BusinessTown | The town/city field from a business’s contact card |
| HQ:BusinessTelephone | The telephone number field from a business’s contact card |
| HQ:Mobile | The mobile phone number field from a business’s contact card |
| HQ:BusinessWebsite | The website field from a business’s contact card |
| HQ:BusinessContactName | The primary contact name from a business’s contact card |
| HQ:BusinessContactFirstName | The primary contact’s first name from a business’s contact card |
| HQ:BusinessContactLastName | The primary contact’s last name field from a business’s contact card |
| HQ:BusinessVAT | The VAT field from a business’s contact card |
| HQ:CompanyRegistrationNo | The registration number field from a business’s contact card |
| General Tags | |
| HQ:Date(January 1 2006) | The current date in the format show e.g. March 13 2010 |
| HQ:Date (Jan 1 2006) | The current date in the format show e.g. Mar 13 2010 |
| HQ:Date(Jan 1 06) | The current date in the format show e.g. Mar 13 10 |
| HQ:Date(dd/mm/yy) | The current date in the format show e.g. 13/03/10 |
| HQ:Date(1stJanuary 2006) | The current date in the format show e.g. 13th March 2010 |
| HQ:Time | The current time e.g. 12:30 |
| HQ:MyName | The name of the currently logged-in person e.g. Susan Jones |
| HQ:MyInitials | The initials of the currently logged-in person e.g. SJ |
| HQ:MyBusinessAddress | The address of the currently logged-in person (set by the administrator) |
| HQ:MyPosition | The position of the currently logged-in person (set by the administrator) |
| HQ:MySignature | The signature image of the currently logged-in person (set by in user options) |
| HQ:History | A table of the last 20 items from the history of a person or a business |
| HQ:Name | The name of a Person or the name of a Business – depending on the context of the document. |
| HQ:Telephones | A list of telephone numbers for a person e.g. “01756 668121, or 10756 668120” |
| HQ:MyOrganisationName | The name of your organisation (set by the administrator) |
| HQ:MyOrganisationAddress1 | The first line of your organisation’s address (set by the administrator) |
| HQ:MyOrganisationAddress2 | The second line of your organisation’s address (set by the administrator) |
| HQ:MyOrganisationAddress3 | The third line of your organisation’s address (set by the administrator) |
| HQ:MyOrganisationTown | The town/city from your organisation’s address (set by the administrator) |
| HQ:MyOrganisationCounty | The county line from your organisation’s address (set by the administrator) |
| HQ:MyOrganisationPostcode | The postcode of your organisation’s address (set by the administrator) |
| HQ:MyOrganisationTelephone | The telephone number for your organisation (set by the administrator) |
| HQ:MyOrganisationFax | The fax number for your organisation (set by the administrator) |
| HQ:MyOrganisationEmail | The email address for your organisation (set by the administrator) |
| HQ:MyOrganisationEmergencies | The emergency number for your organisation (set by the administrator) |
| HQ:MyOrganisationVAT | The VAT number for your organisation (set by the administrator) |
| HQ:MyOrganisationCompanyNumber | TheThe company number for your organisation (set by the administrator) |
| HQ:MyOrganisationYearEndDayd> | The day of the month number of the year-end date for your organisation (set by the administrator) |
| HQ:MyOrganisationYearEndMonth | The month of the year number of the year-end date for your organisation (set by the administrator) |
| HQ:MyOrganisationCountry | The country line from your organisation’s address (set by the administrator) |
| HQ:AutoNumber1 | An autonumber that increments every time it is called (the number can be set and reset by the administrator) |
| HQ:AutoNumber2 | An autonumber that increments every time it is called (the number can be set and reset by the administrator) |
| HQ:AutoNumber3 | An autonumber that increments every time it is called (the number can be set and reset by the administrator) |
| HQ:AutoNumber4 | An autonumber that increments every time it is called (the number can be set and reset by the administrator) |
| HQ:AutoNumber5 | An autonumber that increments every time it is called (the number can be set and reset by the administrator) |
| HQ:BodyText | This tag indicates the position to put text that is substituted into an email or a document by a process such as an automatically generated email. In this case it is likely that the user will want to place the generated message inside a corporate looking email. The HQ:BodyText tag makes it possible for the software to know where to put the text without spoiling the look of the email. |
