Automated Templates

The process of exporting data varies somewhat depending on the template you are trying to create. The instructions for Automated template types are described below.

To export data for form-based templates

This process is largely the same as what you would normally do to automatically create and print Microsoft Word documents using your data in Keystone. 1) You open one of your existing templates, 2) Keystone exports the data to the Exported Data file, 3) You then close your selected template and use this data file to create a new template.

These instructions only apply to screens that have the Word button at the top. The only information exported for these templates is address and fax-related information.

Go to a screen that contains the contact you wish to export, and then click the button (the Word button).
This opens a new window that lists the available document templates for this screen.
Since you only want to put data into the Exported Data file at this time, select any document from the list.
We are only concerned with the data at this point and not the eventual Word document.
Click the Send to Word button.
This sends the export data to the file …My Documents\MoreThanData\Exported Data.csv. Word then opens using the template you selected in step 2. Keystone transfers control at this point to Word.
Close the Word document, without saving it.
Since all you need is the Exported Data file you generated in step 3, you don’t need the Word document for anything at this point.
Proceed to section To prepare to create your new template file below.

To export data for other automated template types

These instructions apply to templates available on the Selection screens for Delinquency Letters, Unacknowledged Donations, Escrow Adjustments, Escrow Interest, Club Member Notifications, and Periodic Pledge Notifications.

Open whichever of the screens listed above that has the data you want to export.
Choose one of the following options.
For Escrow Adjustment letters (located on the Escrow Payment Posting screen) and Delinquency letters (on the Delinquency Letter Data screen), click the Letters and Labels button.

For Escrow Interest letters, click the Forms and Labels button on the Escrow 1099 Interest screen.

For the other templates, select the report on the Reports screen related to the template you want to work with.
Check the Include box next to each letter for which you wish to send data to the Exported Data file.
If you are creating a new template, you only need to check the Include box for one of the letters. If you are modifying one or more of the existing templates, you need to check the Include box for each letter you want to modify.
Click the Letters button to generate the data and the letters.
Keystone exports the necessary information to the Exported Data file in your …My Documents\MoreThanData folder. It then starts Microsoft Word, if it is not already open; sends the selected documents to Word; and then transfers control to Word. The templates for the letters you selected appear.
Close the Word documents, without saving them.
Since all you need is the Exported Data file you generated in step 4, you don’t need the Word documents for anything at this point.

If you are creating a completely new letter with a new letter number - for example, if you already have six delinquency letters and now want to create letter number 7 - follow steps 6-9 below. Otherwise, skip to step 10.
Open the Exported Data file in Microsoft Excel.
The Exported Data file is located in your …My Documents\MoreThanData folder.
Copy any one of the rows in the spreadsheet into a new row.
Make sure you copy the entire row.
Change the value in the Letter column in the new row you just created to the letter number for the letter you are adding. Generally, this is the next available number in that list of templates.
For example, if you have six templates in your Delinquency letters list, numbered 1-6, make your new letter, letter number 7.
Save the Exported Data file.
Proceed to the "To prepare to create your new template file from an existing template" section below.

To prepare to create a new template file from an existing template

Here you will create a copy of an existing template in Windows that you will use as the starting point for your new template.

If this is the first Labels and Export Data template you are creating, create a Labels and Export Data folder inside your Templates folder.
Your Templates folder is either located in your C:\Documents And Settings\AllUser\Shared Documents\MoreThanData\Keystone folder or on your server, depending on your setup. If you are unsure where this folder is located, you can see its location on the System Information screen.
In the Templates folder, open the folder for the template type you are working with.
Right-click on the existing merge template file you wish to use as your starting point for your new template, then choose Copy from the pop-up menu.
Right-click again in that same folder, and choose Paste from the pop-up menu.
This creates a copy of the template in that folder.
Rename the copy you just created.
To rename the file, right-click on it, choose Rename, then type the new name. You can name the file whatever you would like, but it will likely be to your advantage to name your new template in a manner consistent with existing templates. For example, if you are adding a seventh Delinquency letter, you should put #7 at the very beginning of the file name to make it consistent with the other related templates.
Open your new merge template in Microsoft Word.
To open the template, right-click on the template file and choose Open. You must open it this way rather than opening it from within Word or by double-clicking the file.

Word templates are different from standard Word documents. When you open a Word template either from within Word or by double-clicking the file, Word makes a copy of that template and then opens that copy for you to edit as if it was a regular Word document. This allows you to edit the document without modifying the actual template.

Since you do want to modify the actual template in this case, you must open the template using the method described above. To make sure you are editing the actual template, look in the Word title bar for the name of the document you are editing. If the name is followed by .dotx, you are editing the template.

Proceed to the Creating or Editing a Template with Microsoft Word section.