To add this information to a document, you need to first create a document template and then add that document to the appropriate job or person.
The template toolbar has a number of types of information that you can include. You must first indicate what category of information to include, and then indicate the specific information needed. This table lists what you can include:
| For information about... | Use this category | Available information (you pick these in the Insert Values entry) | Notes |
| The person or organization the document is about | Person / Org. Concerning |
Concerning Name Concerning Address1 Concerning Address2 Concerning City Concerning State Concerning Zip Concerning Cross St. Concerning Directions Concerning WorkPhone Concerning HomePhone Concerning Pager Concerning Fax Concerning Cell Phone Concerning Person ID Concerning Person Name ID Concerning Person Acc. ID Con. Job Site Address1 Con. Job Site Address2 Con. Job Site City Con. Job Site State Con. Job Site Zip Con. Job Site Cross St. Con. Job Site Directions |
Chronicle determines who the letter is about based on the person or job the document is associated with. For example, if you add a document to a job for Barliman Butterbur, then he is the person the document is about, regardless of whether you send the document to him or to someone else |
| The person the document is from | Person from |
From Name From Address1 From Address2 From City From State From Zip From WorkPhone From HomePhone From Pager From Fax From Person ID From Person Name ID From Person Acc. ID |
Chronicle determines who the document is from based on who adds the document to the job; if you add the document to the job, Chronicle will use your information; if your service manager adds the document, it will be from him/her. |
| The person the document is being sent to | Person to |
To Name To Address1 To Address2 To City To State To Zip To WorkPhone To HomePhone To Pager To Fax To Person ID To Person Name ID To Person Acc. ID To Person Organization |
Chronicle has no way of automatically determining who you are going to send the document to—you could be sending it to the customer, or to an adjustor, etc.—so when you add a document based on the template to the job, Chronicle asks you to pick the person the letter is to. |
| The organization the document is being sent to | Organization To |
To Org Name To Org Address1 To Org Address2 To Org City To Org State To Org Zip To Org Acc.ID To Org Desc. To Org WorkPhone To Org Fax |
|
| The job the document is about | Job |
Job ID Date Received Job Description Job Work Source Date Completed Job Site Address1 Job Site Address2 Job Site City Job Site State Job Site Zip Job Site Name Job Site Phone Special Instructions Job Secondary ID Job Site Cross Street Job Site Directions Job Survey Question |
Chronicle determines which job the document is about based on the job the document is associated with. (If the document isn’t associated with a job, Chronicle would leave this information blank.) |
| Your own company | Our Company |
Company Name Company Address1 Company Address2 Company City Company State Company Zip Company WorkPhone Company TollFreePhone Company Fax |
Your company is listed in the list of organizations. Information that you add or change for your own company is used here. |
| An image that is associated with the person or job | System (use System, not Image) | Image Capture | When you add the document to a person or job, Chronicle asks you to pick from the images associated with the job. (You must associated the image with the job before you associate the document so the image is available to pick.) |
| An image (like your company logo) that you always want to be part of the document | Don’t use the template toolbar for a image like your company logo that is a permanent part of the document; simply go to the program where you created the image, copy it, and paste it in to the document template. |
| Invoice information | Invoice |
Lineitem Detail Table Inv Billed Inv Paid Inv Due SalesRep DateBilled Invoice ID |
If Chronicle is set up to get invoices from your accounting package, then when you add the document to the person or job, Chronicle asks you to pick the invoice to get the information from. |
| Dates | System |
Date[yy/mm/dd] Date[Long] Date[mmmm/dd/yyyy] |
Each of these insert the date based on your computer’s system date. |
| Information to enter when you add the letter | System |
User Defined Prompt [Text] User Defined Prompt [Memo] User Defined Prompt [Repeater] User Defined Prompt [Date] |
For any of the user defined prompt entries, Chronicle lets you enter a prompt, that is, the question Chronicle asks the person who adds the document to a person/job. Chronicle requires that the answer be of the corresponding type; for example, User Defined Prompt [Date] only lets the user enter a date for the answer. If you add any of these user defined items more than once, Chronicle collects separate answers for each. |
| Information to enter when you add the letter | Formula |
V1-10 Prompt V1-10 Repeater V total X1-20 Prompt X 1-20 Repeater |
The V entries collect dollar values; the X entries collect text. The repeater entries let you show the answer in more than one place. For example, suppose you included X1 to collect some text, and you wanted to insert that same text again later in the document. Rather than using another prompt entry (which would ask the user another question), use the X1 repeater to repeat the answer to the corresponding question without asking the user again. |
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