Chronicle lets you define blocks of text that you can reuse as needed. This could range from a standard message closing (signature), to stock paragraphs for collection notes, marketing messages, and more.
To get to the list of predefined text, on the screen for adding a journal, click the Insert button or press INS while in the Journal Text entry. You’ll see a screen like this:
Email Signatures: Check the box by Automatically insert this text in new journals. Whenever you create a new journal after this, the selected text block will be automatically inserted. You can only select one block of text to be automatically inserted; if you previously selected a text block to automatically insert and then you select another, the first one automatically becomes unselected. (If you want the content from both text blocks in your journal, simply paste all of the text needed into the one block that is being automatically inserted.)
Departmental vs. Personal Text Blocks
At the top left of the predefined text screen, the Type entry lets you choose My Text Entries or any department in your business.
My Text Entries: Only you can see and use text defined under My Text Entries; here you’d create text that’s unique to you like a signature that includes your name or custom messages that only you use.
Departmental Entries: Here you can create or use predefined text for any department; any employee can access this text.
Creating or Editing Text Blocks
To create a new block of text, click the Add button to add a new one or Edit to edit an existing block of text. You’ll see a screen like this:
Name: Enter a name so you can identify this text block in the list.
Subject: This entry is optional. If you insert this text block into a journal, if you haven’t already give the journal a subject, this text is entered in the journal’s Subject entry. If you’ve already entered a subject for the journal when you insert this text, the subject you enter here is ignored.
Insert Merge Field: To insert job or personal information into the text when you insert it into the journal, choose the type of information in Field Type, choose the specific information in the Field entry, and click the Insert button.
Using merge fields here does NOT produce unique merged email for each recipient. For example, if your email has 10 recipients, «[To First Name]» is not replaced with each recipient’s first name when the email is sent. Rather, this merge field is replace with the name of the one person you choose when you insert it into journal.
Do NOT edit the text within the merge codes; to use a different field; delete the incorrect field and insert the correct one; editing the merge codes makes them unusable.
Insert Hyperlink: Allows you to enter your website. This hyperlink can be the name of your company with a hidden URL.
Insert Image: Once you have saved an image online, per the instructions found on this screen, you can insert a logo in your signature.
Message Text: Type any text that you want. You can enter multiple paragraphs of text if needed, and you can use any formatting (font, color, size, bold, etc.). However, you can’t insert graphics in predefined text.
When done, click Save & Close to save your text and return to the list of predefined text blocks.
Inserting Predefined Text into your Journal
Once you’ve defined and saved text blocks, simply click the text block on the list and press ENTER or click the Insert button.
If your predefined text has merge fields in it, Chronicle may ask you to identify which person to get information for.
Once the text is inserted, you can edit it just as you would any other text if needed.
Sending an Email or Fax that Isn’t Associated with a Job
- At the top of the screen, click the Email tab.
- On your email page, click the New Email button.
Chronicle brings up a screen that lets you enter the text of the message and choose who to send it to. This screen is just like the standard journal screen; see Adding Journals above.
- When done, click Send.