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Home / Templates / Design & Create a Template

Design & Create a Template

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.
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