AL: How To Add or Edit Word Confirmation Letter

The Hook Use this workflow to create a highly customizable Microsoft Word confirmation template to send to guests from a service or ticket.

 

Before you begin...

• Requires Hotel User Admin or Admin User Type access.
• Must have Can Manage Chat Message Templates enabled within your user profile.
• Word confirmation letters are more customizable than Web templates, allowing you to change spacing, fonts, and add borders or custom headers/footers.
• To edit the actual letter content, you must download the Word document, edit it locally, save it, and reattach it to the template in ALICE.
• Template tags are created using merge fields in Word. If a field used in the template changes, you must manually edit the Word template.

The Steps: Adding a Merge Field in Word

1. Open a Microsoft Word document.
2. Select where you want to place a merge field.
3. In the Insert tab, select Quick Parts within the Text section.
4. Select Field from the Quick Parts drop-down list.
5. Under Categories, select (All).
6. Under Field names, select MergeField.
7. Enter the name of the merge field under Field name.
8. Select OK.

For example, «From» will pull ‘From’ within that specific ticket. To edit the merge field, you cannot update it the same way you would any other word in the document. You must right click on the merge field, select Edit Field,  edit the Field name, then select OK.

Download this document

(opens in a new tab)

 to view a list of tags and an example Word template.

The Steps: Adding a Message Template

1. Navigate to Admin > Messaging > Message Templates
2. Click on Add Message Template
3. Fill in Message Template Name.

Select the Message Templates Scope for the drop-down list.

• Hotel: The template will show up all the time and would be used for a very generic letter.
• Service: The template will only show for that service and will have verbiage related to that service. If this option is chosen, you will have an additional drop-down list appear where you will need to select the service.

4. For Message Templates Type, choose ‘confirmation letter’.
5. Template format, choose Word.
6. Enter the subject of the email in the Email Subject Template field.
7. Select Upload File and upload your Message Body Template.
8. The Message Body Template should contain what you want to the guest to see in the Confirmation Letter. Fill in the Message Body Template field with the message you want to the guest to see in the Confirmation Letter..
9. Select Save.

The Steps: Editing a Message Template

1. Select Message Templates from the ALICE Admin menu.
2. Select a Message Template to highlight.
3. Select “Edit Message Template”.

4. Update the Message Template details as needed.
5. Select “Save” to update the template.