The Smokeball automation toolbar in Word features several fields for a letter container. You can insert any of these fields by clicking on the location in the document and then double-clicking on the field.
Add the header and footer
All logos, firm information, and attorney information you want displayed at the top and bottom of your letters should be added to the header and footer sections of your document when you create a letter container. It is best to use automation fields for your firm and attorney information, because you then only need to edit this information once in Smokeball settings if it changes.Â
Automate a name on the header/footer
There are several ways to automate an individual user's letterhead information:
- Use the Attorney Responsible fields. <<Letterhead/Matter - Attorney Responsible Name>> will display the name of the attorney who is designated as Attorney Responsible on the matter.
- Add an Ask. This is a good option if you wish to select the name on the letterhead when multiple attorneys are working a matter and the letter is coming from an attorney who is not formally assigned to the matter.
- Use the automation fields for the current user. Select this option when you want to automate the information of the person who drafts the letter.
Add the Address Block Field
Use the <<Letterhead/Addressee - Address Block>> field when you need to display the recipient's name and address. This field will also work when you need to send the letter to multiple recipients. Note: You can use individua automation fields to display the recipient's information for a more customizable look.Â
Add the Re Line
Add <<Letterhead/Letter - Re Line>> when you want to display the information which is included under the Re Line from the Matter info. You can also set the RE: LINE AUTOMATION in Matter Configuration under Smokeball Settings to the default Re Line or manually enter your own Re Line by using the Override checkbox.Â
If you wish to display different information in the Re Line of your matters than what is included in the matters' Re Line section, you should use individual automation fields.Â
Add the Salutation
Insert the <<Letterhead/Addressee - Dear>> field in the letter's salutation to show the recipient's name according to the selections you made on the contact card.
Add Body Content
You need to use the <<Body Content>> field in the container to ensure that letter containers work with your templates in the Forms & Templates Library. Place this field where you want the template contents to be added.
Add a Signature
There are several options for adding the name of the person who signed the letter:
- Add the <<Letterhead/Matter - Attorney Responsible Name>> field to display the name of the person who is assigned to the matter as the Attorney Responsible.
- Insert the <<Letterhead/Firm - Current User Name>> field to display the name of the person who is drafting the letter.
- Add an Ask. You then can select the name of the person signing the letter from a dropdown menu. Note: If you already added an Ask for the header/footer, then you can insert the same Ask here.
- You can also insert an image of the signature. If you have multiple possible signors, then insert the images of the signatures using If/Then/Else field statements or If/Then/Else Ask statements to ensure that only the signature of the person signing the letter is displayed. Note: Signature images should be in .jpeg format.
Additional Tips
Once you are finished, select Save & Close from the Smokeball Word ribbon. You can test if the letter container is working by opening any matter and then selecting Blank Letter.
The image below is an example of an automated letterhead.
You should also keep the following in mind:
- It is best practice to create a single letterhead container with the automation fields for different users instead of creating multiple of the same letterhead container. This allows you to save time by only updating the same container instead of multiple containers.
- It is possible to add automation fields to the header and footer of the second page.
- Asks and If/Then/Else statements allow you to add additional information to letterhead containers. You can use an Ask to select the delivery method (email, fax, regular mail, etc.) and use an If/Then/Else statement to display information based on the selection. You also can add automation fields to display that information or manually type it out on your own. Â
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