Document Templates

Document templates allow you to create predefined documents for customer to view or sign when a job is being conducted on site. Documents can be used to inform the customer of the service you are providing and any legal requirements they need to be aware of. This allows your customers to be informed and allow them to sign the document providing you with a contractual commitment.

Managing document templates

To manage email templates navigate to Admin -> Administration and select "Document Templates" under the "Documents" sub heading. If this is the first time you are creating a template then you will see that there are no templates defined. 

Create a new email template

To manage email templates navigate to Admin -> Administration and select "Document Templates" under the "Documents" sub heading. From the Document Template search screen select "Add".

Provide a name for the document template fill in the following information.

• Job Type - This the the job type that the document will be associated with.
• Signature Required - When the document is produced on the drivers device the customer will have to sign the bottom of the document before proceeding.
• Accepted terms required - This will add a check box at the bottom of the document when displayed on the device, asking the customer to check a box stating they accept the terms.
• Required when status changes to - If you select a status from the drop down list the driver will be prompted when the job is change to that status to complete the document.
• Mandatory on status change - If this is checked the driver will not be able to change the status of the job until the document is completed.
• Document Subject - The subject field is used when the document is sent to a recipient via email. The subject information will be placed in the email subject.
• HTML Document body - This is that actual document that will be displayed to the customer on the device requiring their signature (if signature is required).
• HTML Email coverpage - This will be placed before the document when a document is emailed to a customer. You can use this section to explain to the customer what the document is.

You can then format the document body using images and all of the rich formatting options available in the WYSIWIG (What You See is What You Get) Editor. 

When editing the subject, document and the cover page fields  you can use "meta-data" fields to allow for custom data to be inserted from the job. Crittah will merge information provided in the job into these meta-data fields to provide important information in the document about the job without you needing to cut and past. Some examples would be to add information in the document to refer to the contact by name or to provide a job reference number. The screen shot above shows an example document template using these meta-data fields to insert the contacts first name, job reference and job due time into the document.

Below is a table describing the available meta-data fields that you can use in your document templates. All meta-data fields must be inserted with two square brackets either side (.e.g. [[contactname]])

[[contactname]]

[[contactsalutation]]

[[contactfirstname]]

[[contactlastname]]

[[contactmobile]]

[[contactphone]]

[[companyname]]

[[duedate]]

[[status]]

[[internalcontact]]

[[internalcontactfirstname]]

[[jobreference]]

 [[idjob]]

 [[jobtype]]

 [[contactaddress]]

 [[customeraddress]]

 [[jobdeliveryaddress]]

 [[jobdeliveryaddresscity]]

 [[jobadddress]]

 [[jobaddresscity]]

 [[receiptreference]]

 [[receiptammount]

 [[invoicereference]]

 [[invoiceammount]]

 [[quotereference]]

 [[quoteammount]]

 [[jobestimate]]

 [[CFXXXXXXXXXXXXXXX]]