The Documents/Templates tab on the Affiliate Setup screen allows you to define the location of a variety of Microsoft Word and Excel templates and the location of the Templates directory.
The Document Management Folder field defines the location of the Keystone Documents folder, which is where documents and pictures are stored for contacts, family partners, and houses.
To change the location of this folder, move it to its new location, click the button next to the Document Management Folder field, and select the new folder location on your hard drive or server.
If you are using Keystone on a network and sharing the Keystone Documents folder from your server, see "Using a common path on a network" below for important information on defining a path that can be used from all computers on a network.
For more information about using documents and pictures with Keystone, see the Managing Documents and Pictures in Keystone section.
Keystone templates are generally stored in a Templates folder. The location of this folder is defined in the Keystone Template Folder (KTF) field.
To change the location of the Templates folder, move it to its new location, click the button next to the Keystone Template Folder (KTF) field, and select the new folder location on your hard drive or server.
The location of the Keystone Template Folder (KTF) is defined separately from the specific location of the merge template files. This is done so that, if you move the Templates folder, you only need to update the Keystone Template Folder (KTF) field and not the location of every individual merge template. If your affiliate is using a server, this makes it easier to move these documents to a shared folder on the server.
If you are using Keystone on a network and sharing the templates library from your server, see "Using a common path on a network" below for important information on defining a path that can be used from all computers on a network.
Keystone provides many Microsoft Word merge documents and Excel templates to simplify the generation of letters, forms, labels, notices, and other related documents. You can customize these to meet your affiliate's specific needs. Additionally, for some document types, you have the option of creating new templates to use in addition to the ones provided.
Currently, there are ten types of templates defined on the Documents/Templates tab. These are:
The template number '0' is reserved for the No Letter template and cannot be assigned to any other template. Also, you cannot modify the No Letter template.
When you select Unacknowledged Donation Letters from the Template Type drop-down list, you are given the option of selecting the templates used for donor Labels and donor Envelopes at the bottom of the Affiliate Setup screen.
If a mailing is in response to a donor’s first donation to your affiliate, you will see an asterisk before the first name of those first-time donors when you create labels or envelopes. You can use this feature to provide additional information to first-time donors to familiarize them with your affiliate’s mission and achievements.
When you select Contact Form Based Templates, Escrow Adjustment Letters, Club Member Notification, or Periodic Pledge Notification from the Template Type drop-down list, you are given the option of selecting the templates used for Standard Labels and Standard Envelopes at the bottom of the Affiliate Setup screen.
You can click the button to change the location of each template.
In each case, you can enter the name you want to use for any particular template in the corresponding field in the Name column. Then click the button for that template to browse to its location. This will then be stored in the Location field for that template.
Delinquency Letters are not included in this list due to the additional information that is needed for their definition. These documents instead are defined on the Mortgages tab of Affiliate Setup.
Some template types do not allow you to add additional templates to them.
If you are using Keystone on a single computer, or if you have installed templates on individual computers, the default path for the Keystone Template Folder (KTF) will work fine.
Keystone, by default, assumes that each computer has these files on them in the location indicated on the Documents/Templates tab. However, if you share the template files from a single server computer on your network, this default path will not work for the client computers on your network. However, you can change the location of the templates folders to point to your server.
In these cases it is necessary to define the computer-independent path to the shared data, that is, a single path to the shared data that works the same regardless of what computer you are using. See the Preparing to Share Keystone Files on a Network section for more information.