How to Set Up Letter Forms

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Email / Form Setup

To set up the layout of how your PDF letter forms appear when your print or email them, go to System > Setup > Forms Setup > Letter Form > Display Options and adjust the following options as required:

Header Fields

Under Grey Area Height, enter the height of the grey area containing the header fields in the top right of the form. Enter '0' mm to display the header fields on a white background if required. Select the fields you wish to display at the top of the form from the Fields Assigned drop-down list, then click Add Fields. You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the icon.

Terms and Conditions (PDF)

Click Browse / Choose File to upload a PDF of terms and conditions to attach to the end of the form. Please note compressed PDFs do not upload. You can then select to append the PDF to the form automatically when Printing and / or Emailing the form. Select Attaching to append the PDF to the form automatically when you click Attach in the Forms tab when printing or emailing the form.

When you have finished adjusting settings, click Save.

You can create editable, pre-written scripts for select from and populate the Subject and Description in the Letter tab when you generate a letter form.

You can create scripts for both the PDF letter form and the body of the email when sending a letter form.

To create a letter script:

1. Go to System > Setup > Forms Setup > Letter Form > Scripts.
2. Click Create Script.
3. Select Description if this script is used in the PDF letter, or select Email if it is used in the body of the email.
4. Under Name, enter the subject line that appears in the PDF letter and under Script enter the description text that appears.
5. Adjust the Script description using the formatting options, for example, bold, italics, or underline, at the top of the text box.
6. To insert information from Simpro Premium into the script template so that it is automatically retrieved when you use the script in a letter form, click where you wish to include the information in the Name or Script, then click the field of information in the Insert Field list.
   • For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System > Setup > Company.
7. When you have finished adjusting the script, click Save.

To edit a letter script, return to System > Setup > Forms Setup > Letter Form > Scripts and click the script you wish to adjust. To delete a script, click the icon on the script.

Learn more in How to Use Scripts.

To test how your settings apply to a real letter form as you update them:

1. Locate and open the lead, quote, or job.
2. Click the Forms tab.
3. Under Form, select Letter Form. A new window opens.
4. Select a letter script and adjust as necessary, or alternatively, enter a Subject and Description manually. Learn more in Create letter scripts. You can also select:
   • Send Letter Without PDF Attachment to replace the email template in the Forms tab with the Subject and Description from the Letter tab. The PDF letter form is not included in the email.
   • Do Not Include Customer Details in PDF to remove the customer's address from the PDF letter form.
   • Do Not Include Signature in PDF to remove the signature defined in System > Setup > Forms Setup > General > Page Setup > Signature that displays under the letter Description.
5. Click Forms > View.
6. Go to System > Setup > Forms Setup > Letter Form > Display Options.
7. Each time you update and save your letter form settings, return to the new tab and refresh the page to view how the settings have changed the layout of your letter form.

To set up the email template to appear when you email a letter form:

1. Go to System > Setup > Forms Setup > Letter Form > Email.
2. Under Use Default Settings:
   • Clear the check box to Customise letter form email settings.
   • Select the check box to use settings defined in System > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
3. Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
   • Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
   • Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
4. To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
   • For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System > Setup > Company.
5. When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.