Set up template messages in portal

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

Only a user with the 'Portal administrator' role can import a selection of already existing Dutch template messages (standard questions and answers) that can be used by employees in the portal domains. 

A user with the 'Portal back office' role can only view the settings of the template messages.

From this screen, a user with the 'Portal administrator' role must:

• select one or more languages (English, Dutch (Belgium), French or Spanish)
• import the desired template messages.

The template messages can be modified after import, if necessary. 

In addition, from this screen, a portal administrator can also:

• create one or more new template messages himself
• view the details of a template message
• delete one or more template messages. 

ATTENTION!

As soon as one or more template messages are imported or created, all template messages used by the back office up to that point disappear. 

Send and receive standard questions and/or answers in English, Dutch (Belgium), French and Spanish

If desired, the standard questions and/or answers can also be sent and received by back office staff and users in English, Dutch (Belgium), French and Spanish.

When the back office employee sends a standard question or response from the PO Box, Yuki looks to see what language the addressee user or the back office employee has set in their personal preferences.

The text of the standard question will then be filled in in the language of the addressed user or back office employee.

In the portal, that standard question must have a text box (with text) of that language. If not, Yuki will use the text in the textbox of the first (required) language.

In the accountant portal, click on the Settings icon at the top right of your screen.

Then in the now-opened screen, click on Template messages.

The next screen is always opened in the Questions view:

Views

You can also indicate in this screen that the Answers view should be shown:

Select one or more languages

To allow users and your customers to send and receive standard questions and/or answers in English, Dutch (Belgium), French or Spanish, you must select the desired languages. Click on the More actions button and then select Select languages from the dropdown menu.

The following screen is opened:

You can select up to three languages where the first language is mandatory, the second and third languages are optional.

Select the desired language or languages and then click on the Save button. 

The selected languages will be added to both views:

Import template messages

All Dutch standard questions and/or answers used by back office staff can be imported into the portal.

On the left side of your screen, indicate if you want to import standard questions or answers. Click on the More actions button and then select Import from the dropdown menu.

The following screen is opened:

Select one or more standard questions to be imported here and then click on the Import button.

Only Dutch template messages can be imported. 

ATTENTION!

These template messages are always placed in the text box of the first language even if this is not Dutch.  

To add, in this example, the English text in the English text box to the standard question, click on the description of the corresponding template message. Then, in the now-opened screen, click on the Edit button. The following screen is opened:

Enter the English text of the standard question.

You can also edit the details of the standard question, if desired. 

ATTENTION!

The description and the text box of the first language are mandatory fields and therefore must contain text.

Click on the Save button to save the changes.

Create new template message

To create a new template message yourself, click on the New template message button.

The following screen is opened:

Type (required)

Choose here whether you want to create a standard question or answer.

Code (required)

Yuki automatically fills in the next “free” code after the highest code present. However, this code can be changed. The codes do not have to be consecutive.

ATTENTION!

When saving, a message will appear if you have entered a code that is already in use.

Description (required)

Enter here a short description of the content of the question or answer. This description is visible in the dropdown list of questions or answers in the back office employee's PO Box. The description is a required field and must therefore contain text.

Text

Enter here the text of the standard question or answer in the relevant language. The text box of the first language is a required field and thus must contain text.

To save the new standard question or answer, then click on the Add button.

View template message details

To view the details of a standard question or answer, hover your mouse over the line of the relevant template message, click on the button with the three dots, and then select View details from the dropdown menu.

The following screen is opened:

Delete one or more template messages

All imported or newly created template messages can be deleted at any time. 

To delete one template message, hover your mouse over the line of the template message in question, click on the button with the three dots, and then select Delete from the dropdown menu.

The following screen is opened:

This does not change the numbering of the codes.

To delete more template messages at the same time, select the corresponding template messages and then click on Delete.