Tip #165 - How To Create Letterhead For Your Templates

SmartAdvocate allows you to conveniently create and save your letterhead(s) so that they can be used in your templates. Using a letterhead merge code (instead of saving your letterhead in every applicable template) ensures that you can quickly make changes to the letterhead in one place, instead of editing each template that has a letterhead. 

Creating a letterhead in SmartAdvocate is quite simple, but there are a few things to keep in mind: 

1. Word format must be used.

2. Footers cannot be used in the letterhead. 

3. Regular merge codes, like those used for staff name or phone number are permitted.

4. Text boxes can be used as part of the letterhead design.

The first step in creating the letterhead is to create a “regular” document in Word, formatted the way in which you want the letterhead to appear. Logos, etc., are OK. Here are a few examples. 

In the example above, a text box is being used for the address, located to the right of the company logo. In the example below, a text box is being used for staff member names, located below the logo, in the left margin.

You can also use “regular” merge codes in the letterhead, such as a merge code to insert the drafter’s name or phone number.

Next, save the letterhead and give it a name. Make sure you are on the SmartAdvocate plugin tool bar, then click the ”Save As” button.

Choose “Letterhead” on the next dialog box.

Choose the appropriate office name (if you have multiple offices) and give the letterhead a name (do not include a file name extension such as docx as this will automatically be assigned). Make a note of the file name, as you will need it when assigning the file name to the letterhead in SmartAdvocate.

Repeat the above steps for any other letterheads, giving each letterhead a unique name.

After you have created the letterhead(s), go to Admin > Picklist Maintenance in SmartAdvocate to assign the letterhead to the appropriate office.
Locate the Firm Office list in Picklist Maintenance and click the edit button for the office you want to work with.

If this will be your default office, select “true” for Default Office. Carefully type in the file name that you had given the letterhead when you created it in Word (here, you should enter the full file name including the “.docx” extension). Leave the other items (UniqueContactID, etc. as defaulted).

Note: SmartAdvocate will select the letterhead based on the office in which the case is located when the letterhead merges in your document.