How to Create a Letterhead and Assign it to a Template or Office

Link to Video Guide: https://youtu.be/PZidA9HMvRQ

This guide explains how to view an existing letterhead in Yao, and how to assign a letterhead to a Precedent template and to an Office. It is based on a walkthrough recording of the Templates and Configuration areas of Yao.

This guide covers: viewing the Letterheads list, previewing a letterhead document, assigning a letterhead to a Precedent template, and assigning a letterhead to an Office. It also shows where the Office field appears when creating a new matter.

1. Viewing Existing Letterheads

Letterheads are managed from the Templates area of Yao.

1. From the left-hand navigation menu, select Templates.

2. Select the Letterheads tab.

This displays a list of letterheads already set up for the firm, showing the Name and Created date for each. An Add Letterhead button and a Search by title field are also available on this screen.

The Letterheads tab under Templates, showing existing letterheads (Yao Letterhead, JH 2025, Demo Legal Letterhead, Test Letterhead).

2. Previewing a Letterhead Document

1. On the Letterheads list, locate the options icon (⋮) to the right of a letterhead entry, for example Yao Letterhead.

2. Selecting this icon opens the associated letterhead document.

The document opens in the browser's document viewer, showing the letterhead design that has been uploaded, for example the firm logo and address positioned at the top of the page.

Example of an opened letterhead document, showing the logo and address block.

3. Assigning a Letterhead to a Precedent Template

A letterhead can be applied to an individual Precedent template so that documents generated from that template use the correct letterhead.

1. From the left-hand navigation menu, select Templates.

2. Select the Precedents tab.

3. Locate the relevant precedent in the list, for example Letter to Client RE: Costs.

4. Select the options icon to the right of the precedent row, then select Edit from the menu that appears.

The Edit and Remove options shown when selecting the options icon next to a precedent.

5. The Edit Precedent Template window opens. This window includes a Letterhead field, located next to the Title field, which shows the letterhead currently assigned to this precedent (for example, Demo Legal Letterhead).

The Edit Precedent Template window, showing the Letterhead field.

6. Select the Letterhead field and choose the required letterhead from the dropdown list, for example Yao Letterhead.

7. Select Save to apply the change.

Yao Letterhead selected in the Letterhead field, ready to be saved.

Once saved, the window closes and the precedent list is displayed again.

4. Assigning a Letterhead to an Office

A letterhead can also be assigned at Office level. This is managed from the Configuration area.

1. From the left-hand navigation menu, select Configuration.

2. Select the Organisation tab.

3. Select the Offices tab.

This displays a list of offices for the firm (for example Birmingham, Bishop Stortford, Epping), along with a Xero Account column and an Assign link for each office.

The Offices list under Configuration > Organisation.

4. Hover over the right-hand side of an office row to reveal an Edit (pencil) icon, then select it. For example, next to Bishop Stortford.

The Edit icon revealed when hovering over an office row.

5. The Update office window opens. This includes a Letterhead field, shown as Choose letterhead when no letterhead is yet assigned.

The Update office window, with Name, Letterhead, and Xero Account fields.

6. Select the Letterhead field to open the dropdown list of available letterheads 

7. Select the required letterhead

8. Select Save to apply the change.

A confirmation message, "Office updated successfully", is displayed briefly in the top-right corner of the screen.

5. The Office Field When Creating a New Matter

An Office field also appears on the General step of the New Matter creation screen.

1. From the left-hand navigation menu, select Matters.

2. Select New Matter, then proceed to the General step of the matter creation wizard.

The Office field on the General step of the New Matter creation screen.

The video does not show what happens after an office is selected here, so this guide does not describe any further effect of this selection.

Note: Letterhead and template assignments determine how a firm's documents are branded. Confirm the correct letterhead is selected before saving changes at either Precedent or Office level.