Upload Templates

Templates are Microsoft Word documents uploaded to CommunitySuite and used to generate communications such as grant letters, tax receipts, and fund statements. This article covers how to upload, verify, and delete templates, as well as how default templates and advanced templates work.

Templates Overview outlines the entire template process.

Who: CommunitySuite administrators and staff who manage template setup and maintenance.

Upload Templates

To upload a template to CommunitySuite:

1. Navigate to the Templates page and click Create in the left-side menu.
2. Select the template type from the drop-down menu.
   • The advanced checkbox only applies to grant and scholarship letters. If the box is checked, recipients who receive multiple scholarship or grant awards will have all of their awards consolidated into one scholarship letter or grant letter when one check is used. Check or uncheck the box next to Advanced.
3. Click Choose File and navigate to the template (Microsoft Word Document) on your computer.
4. Enter a description, and then click Upload File.
    
5. Click Verify in the left-side menu to confirm there are no errors in the template.
   • If an error exists, a warning message will be displayed. Correct the error in the template, and then upload and verify the template again.
   • This step must be completed in order for the template to be used in the system.

Default Templates

Multiple templates of each type can be uploaded, but each template type must have a default template. The first template uploaded per template type is automatically set as the default. When multiple templates for a single type exist, the default can be changed by clicking Make Default in the template list view.

If a template is the default, the system will use it when that type of communication is triggered.

When multiple templates exist within one template type, other criteria can be assigned to templates to assign logic for the system to select the appropriate template.

Delete Templates

To delete a template from CommunitySuite:

1. Navigate to the Templates page.
2. Click the ID of the template to be deleted.
    
3. Click Delete in the left-side menu.
4. Click Yes to confirm.
   
    

Alternatively, templates can be made inactive by clicking Make Inactive in the left-side menu of a template record. Default templates or templates connected to a fund or fund group cannot be made inactive. Funds, fund groups, donation types, and payment methods can be removed to inactivate the template.

Upload, Verify, or Delete a Template in CommunitySuite Video

The video below provides information on how to upload and verify a template in CommunitySuite. It also covers how to edit an existing template, view the template's version history, and delete a template.

• Upload a Template (:00) - Save and upload a template file to CommunitySuite while keeping the document open in the background.
• Verify a Template (1:37) - Verify the uploaded template to confirm it is ready for use in the system.
• Edit and Update a Template (2:10) - Update an existing template and use version history to manage and restore previous versions.
• Delete a Template (3:50) - Delete a template from the system and understand when deletion is restricted due to prior use.
• Archive a Template That Cannot Be Deleted (5:22) - Update a template description to mark it as inactive when deletion is not possible.

Advanced Templates

An advanced template differs from a standard template in how grants or scholarships are grouped and displayed in the generated document. Not every template type has an advanced version, but for those that do, such as the grant letter and scholarship letter, the two versions serve different purposes.

Use the advanced version when processing multiple grants using a single check, as the advanced template allows each grant to be itemized within a single document. For example, if one check covers five grants of $20,000.00 each, the advanced grant letter displays all five grants in a table rather than generating a separate letter for each grant.

The advanced grant letter is structured with two components. A for each check opening pulls in the information related to each check, and a for each grant table below it displays one row per grant associated with that check, including details such as the grant amount, fund, and grant description.

The practical difference between the two versions is:

• Standard grant letter: Generates one page per grant.
• Advanced grant letter: Generates one page per check, with a table that itemizes all grants connected to that check.

Advanced Templates Video

The video below provides an overview of the differences between an advanced and standard template and when to use the advanced option when uploading a template into CommunitySuite. This video specifically demonstrates an advanced grant letter.