Letter document container structure

This article outlines the structure of a Letter document container in Smokeball. For more information on document containers, please refer to our article on Getting started with document containers.

The structure of the Letter document container is composed of three main parts:

1. Header of the document
2. Main body of the document
3. Footer of the document

Header

The document's header usually holds the firm's logo and/or other firm details, such as the firm name and contact details.

Main Body

The main body of the document container comprises the framework of the letter, which consists of:

1. Our Ref
   This text is followed by an automation field, which will return your firm's matter reference.
2. Your Ref
   This text is followed by an automation field to return the addressee's matter reference. It is surrounded by If/Then/Else automation. This means it will only show the text and the matter reference when the addressee has a matter reference entered on the matter.
3. Document Date
   This field will return the date the document is generated on a matter.
4. Address Block
   This field will return the addressee's name and address.
5. Dear
   This text is followed by an automation field, which will return the addressee's name. The name of the addressee will appear according to the preference selected on the contact card, i.e. Formal, Informal or Custom.
6. Re Line
   This automation field will return the Re Line for the matter. This automation field will do the following:
   • In the first instance: it will return the Smokeball default set up for Re Lines of that matter type.
   • In the second instance: if a different Re Line setting has been applied at the matter level in Matter Info (see below image), this setting will override the Smokeball default setting.
     
   • In the third instance: if there is a setting applied to that matter type in the Smokeball Settings Matter Configuration level (see below image), it will override all other settings.
     
7. Body Content
   The Body Content automation field works like a placeholder for the body of the letter, so the document container knows where to bring it in. The body of the letter will be drawn from the precedent it is linked to or from what is typed in directly when creating a custom letter.
8. Sign Off
   The sign off refers to the text used to close the letter, i.e. Yours faithfully.  This text is usually followed by the Firm Name automation field.  An image of a signature can also be inserted with the appropriate field for the person signing.

Footer

The document's footer, like the header, can also hold the firm's logo, firm details and a liability clause.

Letter document container editing tips

A Letter document container structure can be changed to suit your firm's preference.

Some ways you can customise the Letter document container include:

• Moving the Document Date automation field to another position.
• Inserting text under the Address Block, i.e. By email: followed by the addressee email automation field.

To ensure the Letter document container works as designed:

• Place the cursor at the beginning of the Body Content automation field before saving the document container. This means that each time a letter is generated using this document container, the cursor is always in position to type into the body of the document.
  
• When moving automation, ensure the automation is selected in full to avoid automation errors.
• When amending your Letter document container, remember to check and update other letter-based document containers, such as the Letter, No Footer document container.