You can create smart letterheads (document containers) specific to your branch offices and/or reflective of your branding strategy. Follow these steps:
- Navigate to Document Containers under Smokeball Settings.
- Select Add to create a new smart letterhead or right-click on an existing smart letterhead and then select Customize for branch offices.
- Select the smart letterhead you wish to customize.
- This field will already be selected if you right-clicked and selected customize on an existing smart letterhead.
- Select one or more branches.
- Branches that already have a customized smart letterhead will not be accessible.
- Choose to use a blank document, duplicate an original smart letterhead, or Browse your computer's hard drive to select a document for upload.
- Select Create.
- Make the changes to the smart letterhead and then select Save from the Smokeball Word ribbon.
FAQ
How do I change a branch for an existing customized letterhead?
When you right click on a letterhead, there will be a ‘Properties’ option. This has been renamed from Rename/change type to ‘Properties’.
Click on the Branch drop down, select the relevant branches, press Save.
Note: Name, Type and Default Container Type fields are greyed out. These are inherited from the original letterhead and need to be changed there.
How does a document generate with the new customized letterheads?
When generating a document, Smokeball checks if the matter has a branch:
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If a branch is assigned:
The system uses a customized letterhead for that branch (if one exists).
If not, it uses the original firm default letterhead.
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If no branch is assigned:
The system uses the original firm default letterhead.
When you select Blank Letter or you right click on a template and choose Open with container in the TemplateLab Library:
You will see all a list of your letterheads. If there is a branch-specific letterhead, this will appear in place of the original letterhead.
Branch letterheads are labelled with the branch name.
Choose the relevant letterhead and Create.
Are there any changes to how I can delete a container?
Smokeball provides each firm with original smart letterheads when the firm is set up. When you create a customized branch specific letterhead, this created a link between the original and customized version.
If you try and delete a customized branch specific letterhead, this will delete as per existing functionality.
If you try to delete an original letterhead, and it has existing customized letterheads linked to it, you will not be able to delete the original without deleting the customized letterhead first. You will see the following message: “You cannot delete this container as this is linked to a customized container. Delete the customized container and try again.”
How do I restore a customized smart letterhead?
If you have deleted the customized letterhead, you can restore the letterhead using existing functionality. If you have also deleted the original this was linked to, you must restore the original prior to restoring your customized letterhead.
If you try to restore the customized letterhead without first restoring the original, you will see a message: “You cannot restore this customized container because the original is also deleted. Restore the original container first and try again.”