Sample HTML Templates

This section contains samples for commonly used mail merge templates.

Benefits

Using sample templates has the following benefits:

• Reduced reliance on your in-house technical staff

• Rapid setup and testing

• Reliable

• Applies standards and best practices consistent with other organisations and based on research of the most common elements used by them

• Presentation is separated from content

• Supports your basic branding using background (such as a letterhead)

• Supports further configuration and customisation of styles

Where your letters differ substantially from the available samples you may choose to build your own from scratch.

Consider that with the samples, Datalink has already tested the tokens and conditional logic for you to support such things as:

• Dynamically changing the wording based on whether a notice in a particular zone

• Automatically displaying an override asset contact or property address when the existing data is not correct

• Inserting photos

• Outputting any of the selected conditions

• Changing the signature section based on the assigned officer

However consider whether the template is right for you before using. It may be outdated or contain content that is not relevant for your organisation. As such sample templates are provided on an 'as-is' basis. You are responsible for configuring them for your use.

Considerations

• Backgrounds and letterheads, especially complex ones, can cause overlapping issues and readability issues

• The template code is commented in such a way that it includes basic instructions for removing or reorganising the elements. This should be done by a technical person to avoid breaking the template. If in doubt contact Help Desk.

• Take care choosing the right sample template for your needs, try not to overcomplicate.

• Legal conditions may change, you should always check the text reflects any current legislation before publishing. Please advise the service desk if the general text needs updating or if you notice any errors in the template provided.

Installing and using a Sample

To install a sample:

1. Add a new blank mail merge template and give it a name that will help identify it

2. Copy and paste the code provided into the relevant fields of the template:

   1. HTML into the Template Content field

   2. CSS into the Additional CSS field

3. Add your Letterhead background if you're using one

4. Save

Print readying and testing

To ready your template for printing:

1. Run a Preview merge before test printing and perform basic checks

   1. Look for any wrapping of text over the letterhead. Change your top margin if necessary to avoid wrapping over the background header. To avoid wrapping over the footer, you can add a page break in HTML.

2. Preview again if necessary and test print

   1. If you're using windowed envelopes check that the address is visible through the window. If not, you can adjust the Address Top and Address Left settings.