TaxCycle comes with built-in email templates to use as cover letters output. For example, in TaxCycle T1, there are email template for use with the T1013 or the T1ADJ.
These correspondence items don't appear in the forms list in the Prepare index. Rather, you can see them as Destination options when you print to PDF or XPS.
TaxCycle's Template Editor makes it easy to create your own email templates for any form or print set. In the following example we'll show you how to create a T183 cover email for TaxCycle T2.
Create a new email template in the Template Editor
- Open the Template Editor. (On the Tools menu and click Template Editor).
- In the Template Editor window, click New and then choose the module for the new template. In this case, let's create a template for T2 2013.
- This creates a new template under that module in the list on the left and opens the blank template in the editor.
Set the Email type in Document Properties
- In the Document Properties box at the top of the empty template, select Email from the type drop-down list.
- Enter the Subject to use when creating the email message.
- Give the template a Name and a Description. The name and description appear in the menu on the left.
- Leave the Used, Relevant and Margin fields as-is. They are not needed for email templates
- Press Save or Ctrl+S to save your template to the default templates directory.
Compose your email
- In the main editing section, compose your message.
- Add field codes to insert data into the email when it is used. An easy way to insert the field codes you want is to copy from a different template, or find the field you want in an open return and click on the link in the blue bar at the bottom right of the TaxCycle window to put the field code on your clipboard. Paste the content into the letter. (More on this in Editing Templates help topic.)
- Apply fonts and styles to format the text
- Save the template when you are done.
A little note about images and fonts...
If you want add images and fancy formatting to your email messages, give it a try. If it works for you, enjoy your success!
If it doesn't work, keep in mind that the use of fonts, images and complex layouts in email messages (not just TaxCycle-generated email message) is hugely dependant what email programs (like Outlook) support, the paths to those images, and what the recipient's email program allows them to see (security settings vary).
When writing emails templates, we recommend keeping your emails simpler in style and testing the output by sending a few test emails. It's best not to get too hung up on a pixel-perfect design as results can vary widely.
Configure print to PDF or XPS settings to use the template
The email template will now be accessible when you print to PDF or XPS. Configure its use when in a print set or when printing a single form.
Since you generally print the T183 as a single form, let's look at single form printing.
- Open a T2 return.
- Press F4 and type T183 then press enter to open the form.
- Press Ctrl+Shift+P (or click on Tools then Print Form) to open the single form print box.
- In Printer/Output, select Adobe PDF or Microsoft XPS.
- In the Destination, select the template you just created.
- Choose your other options for PDF and XPS printing. For example, setting a password or preventing editing (the print option help topic explains the different options).
- To use these settings for every time you print a T183 (also for Ctrl+Alt+P Quick Print without opening this box), click Save these settings for the T183.
- Click Generate PDF to print the form to PDF and create the email message.
If you've entered the contact person's email address on the T2 Info form, TaxCycle will insert the email address in the To field of the message. All that's left for you to do is click Send!
A freebie for you...
While writing this post, I created the T183 template used in the example. So, why not let you download and use it right way?
Click here to download the T2 T183 template
Unzip the file into your Templates folder (by default this is C:\ProgramData\Trilogy\TaxCycle\Templates). Then, restart TaxCycle to see it in the Template Editor and in TaxCycle T2 returns.
Now all that's left to do is configure your print to PDF settings as described above.