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Letters

The workspace letterhead every "workspace letterhead" template prints, and the letter templates people have proposed for everyone. You see the part you have the right to: the letterhead, the proposals, or both. A notification about a new proposal opens this tab directly, even when Admin is already open on another tab.

The workspace letterhead​

To set up the letterhead:

  1. Open the Letters tab.
  2. Under Workspace letterhead, select Upload logo if you want one — a PNG or JPEG image, up to 1 MB and 4000 × 4000 pixels.
  3. Type the Lines — the first is the Office name; Add a line adds up to four.
  4. Fill in the Address and Contact (phone, e-mail, website) if you want them.
  5. Choose the Alignment: Centre or Left.
  6. Watch the preview — it shows the letterhead on a sample letter as you type.
  7. Select Save letterhead.

What you'll see when it's done: "Saved. Letters that use the workspace letterhead now show it."

To remove it: select Remove letterhead and confirm — "Remove the workspace letterhead?" / "Letters that use it will print without a header until you save a new one." — "The workspace letterhead was removed. Letters that use it now print without a header."

If something goes wrong
  • The logo isn't right: "Choose a PNG or JPEG image.", "Choose a PNG or JPEG image under 1 MB.", or "The image is too large. Use one up to 4000 × 4000 pixels."
  • No line yet: "The letterhead needs between 1 and 4 lines."
  • Too much text: "The workspace letterhead has too much text. Keep it under 2,000 characters."
  • It couldn't be loaded: "The workspace letterhead couldn't be loaded." followed by the reason, or "Try again in a moment."

Template proposals​

To answer a proposal:

  1. Open the Letters tab. Waiting lists the proposals not yet answered — each with its title, who proposed it, when, their note, and "New workspace template" or "Updates <template>".
  2. Select Review. A panel opens with the proposed letter in a preview and, under it, Everything this letter can say: the title (in both languages), the description, language and digits, the whole letterhead, the subject and every paragraph, the signature block, and every field of the form with its labels, type, whether it is required, its placeholder, its help and its choices. A part that only prints sometimes is labelled "Shown only if …" — read all of it: the preview only shows the parts that apply to its sample answers. It also says "This replaces the workspace template it was made from." or "This would be added as a new workspace template."
  3. Select Approve, or write a Reason, if you decline (up to 500 characters) and select Decline.

What you'll see when it's done: "Approved — everyone in the workspace can use “<title>” now." or "Declined. The reason was sent to the person who proposed it." The proposal moves to Answered, with who answered it and when (and the reason, for a decline). The person who proposed it is notified.

If something goes wrong
  • The person changed the proposal after you opened it: "This proposal was updated after you opened it. Look at it again." — the preview reloads with the new version; read it again before you approve.
  • Someone else already answered it, or it was withdrawn: "This proposal has already been answered or withdrawn." — it leaves the list.
  • The template was deleted meanwhile: "The proposed template was deleted."
  • The list couldn't be loaded: "The proposals couldn't be loaded." followed by the reason, or "Try again in a moment."