Using Keywords
Keywords are blocks of content that you can insert in paragraph templates. They allow you to customize generic paragraphs for use with specific clients. When you view paragraph and letter templates in the Library, you can identify keywords by the curly brackets that surround them. For example: {Taxpayer First Name} {Taxpayer Last Name}.
If, when you send a letter or request, there is no data available to replace a keyword, the keyword is removed from the output the client sees. This feature can help reduce the number of templates your firm needs to maintain for different circumstances.
View the List of Available Keywords
The keyword list displays in the far right pane when you create or edit a paragraph template. If the pane is closed, you can reopen it by clicking Keywords in the upper right corner.
Keywords are organized into the following categories. Clickon a category header to expand that section and view all the available keywords. Click to collapse to collapse an expanded section.
- Client Fields. These keywords pull information from a client's profile in Client Manager. For example, the taxpayer name, spouse name, and address fields can be inserted by combining client fields.
- Date Fields. Use these keywords to insert commonly used dates. The available keywords include some system dates, such as the current date and tax year, as well as some client-specific dates, such as the client's fiscal year end.
- eSign Fields. eSign keywords are special fields that provide a place for your clients to digitally sign documents that you send to them. You can include up to two eSign fields in a letter.
- Firm Fields. These keywords return information specific to your firm, as set up in Administration Manager. Your firm's city, phone number, and web site address are examples of firm fields.
Adding and Removing Keywords in a Paragraph
To add a keyword to a paragraph, drag the keyword from the right pane to the location where you want it to appear in the paragraph.
To remove a keyword from a paragraph, select the keyword text, including the brackets, and delete it from the body of the paragraph, just as you would other text.