How to Modify a Letter or Report Template in RezOvation GT

From RezOvation Wiki

In order to modify your documents and templates you have to make a duplicate of the standard template, and then the duplicate should be modifiable. In order to do this please follow the steps below:

1. Open the section for the document you want to modify – below is an example of screen you will see if you open the “Confirmation Letter” dialogue under the “Reservation Document Templates Sections”:

   

2. Highlight the Standard template and hit the “Duplicate” button that becomes enabled:

   

3. You will be prompted to give your new template a name – please make sure you name it something identifiable and unique, as this name is what will appear under your drop-down menu when you go to select the document you want to send. The template name will also be the name that the Word file that is created (the one you will be able to modify) will be saved with:

   

4. Once you click the “OK” button, you will have a new line in your Confirmation Letter Management Dialogue that has the name you gave your duplicated template. If you highlight this entry, all of the buttons along the top (including the “Check Out” and “Check In” buttons will become enabled:

   

5. Highlight the new template and click the “Check Out” button and you will be prompted to save the file as a Word document somewhere on your computer (I recommend just setting up one folder in your ‘My Documents’ directory, simply keeping all GT documents there). Once you have clicked save, Word will launch automatically and allow you to modify the template. The dynamic codes that are available for that document can be viewed by clicking the “View Template Codes” link on the bottom of the Document Management screen:

   

6. Once you have modified the document in Word so it contains the verbiage, fields and formatting that you wish to use – save the Word file with your changes and close the Word program entirely. Then go back to the Template Management screen and hit the “Check In” button. Please Note that this is a critical step – once you export the document to Word for modification you are working outside of the GT program entirely – as result GT will not know of any changes you made to the template unless you check those changes in. If you skip this step the new “template” listed in your Management Screen will still simply be a copy of the original standard template:

   

7. When you click the “Check In” button the program will automatically open a dialogue box asking you to select the Word document you want to import into the database. Conveniently it will open, by default, to the same directory you originally checked the initial file out to. Simply click on the document (remember it will have the same name as you gave the duplicate template – so it should be easy to find) and hit “OK”.
8. You will see Word open and close a few times as GT imports the changes you have made. Once this has completed you can simply click the “Close” button on the template management screen, and your new document should be available and ready for you to use!