Table of Contents
The purpose of this article is to provide you with recommended best practices and tips around applying and formatting HTML within certain fields in Aspire.
This may be necessary for times when you may need to remove extra spacing between paragraphs on your proposal or possibly you want to display a specific bullet or symbol on an internal task created or email sent out to the customer.
These fields will also be referenced as Rich Text Editor (RTE) fields.
Example of Rich Text Field and location of HTML Editor
Where Can HTML Be Used?
Activities such as Tasks, Emails, Issues, and Appointments.
Certain activities can be viewed or created in areas such as on your main dashboard, properties, contacts, opportunities, and work tickets.
Fields include the Subject, Message, and Notes.
Fields such as Proposal Description 1, Proposal Description 2, and Opportunity Invoice Notes can be found on the Opportunity Details page
On the Estimate screen, some fields include the Service Group Notes, Service Descriptions and Operation Notes, and Item Descriptions.
Some of these same fields are also available from the Administration area such as while setting up Opportunity Templates, Services, and Items.
Service Notes and Ticket Notes are available on the Work Ticket Details page.
The Subject and Message field on the Invoice Email screen. These fields are also available from the Administration area while setting up the Invoice Email Template within either the global configuration area or per branch.
The Invoice Notes and Statement Notes fields on the Invoice Details.
Invoice Description on the Invoice Details page for certain invoicing types.
Entering Collection Notes for a customer from either the Receivables or Payments pages.
Payment Notes entered on the Payments page.
The Notes field on the Purchase Receipt page.
Category Notes entered from the Administration area while setting up the Site Audit Categories.
The Email Header, Email Body, and Email Footer fields are available for setting up within the Administration area.
Best Practices for Formatting HTML
The following are some best practices and notes around using and formatting HMTL within RTE fields in Aspire.
For emails sent out of Aspire, such as when emailing an invoice to the customer, some email providers do support HTML in the headers whereas others do not. If they do not, it is possible that the info will not show as expected for certain users or customers.
Be careful when using HTML within RTE fields that may be further displayed elsewhere on lists in Aspire. Certain objects such as tables may get converted to plain text and not get displayed as expected within the list or report column. One example is creating an HTML table in the Opportunity Invoice Notes field and then displayed the Invoice data field on the Invoicing Assistant page. Another example would be creating a bulleted list of information in either the work ticket Service Note or Ticket Note fields and then displayed those data fields on the work ticket list page.
The paragraph tag (<p>) used within HTML commonly causes whitespace to show on layouts such as proposals. The tag is a container element that marks a block of text as a paragraph in a webpage, and the web browser leaves a line between two paragraphs.
🧠 One way to resolve this is to use the format tag (<format>) or break tag (<br>) instead after a line so that the line will break and display the proceeding text onto the next line, without giving any space between the two lines.
To quickly update all similar tags while viewing the HTML within a field, select CTRL+H on your keyboard, then enter in the tag you want to locate and the tag you want to replace it with.
🧠 One example when this would be helpful to use would be when you need to replace all <p> tags with either the <br> or <format> tags.
Common HTML Tags
The following are some common HTML tags that can be found and used in Aspire. To view additional ones you can easily search online to locate more.
Defines a paragraph
Defines a section in a document
Inserts a single line break
Defines bold text
Defines text to be underlined.
Defines text to be italicised.
Defines a hyperlink
Defines an unordered list
Defines an ordered list
Defines a list item
Defines a table
Defines a header cell in a table
Defines a row in a table
Defines a cell in a table
Example of HTML Tags:
Removing Whitespace on Layouts
The following is an example of whitespace showing on a layout.
1. Review the service description setup in Aspire admin. Verify if you can see the whitespace above the description, below it, or between certain lines.
2. Select the button to view the HTML.
3. Review the HTML and remove any tags necessary that are causing issues with how the text is displaying.
4. Select the minimize button to return to previous view.
5. Save the service and retest.
📌 Note: that to see the changes take affect on an existing proposal, you will need to remove the service from the estimate and add it back on again.
Alt Codes for Rich Text Editors (RTEs)
You also have the ability to insert your own bullets by using ALT Codes. Using ALT Codes within a Rich Text Editor is a common practice.
Aspire users can implement these special RTE Bullets within their paragraphs for things such as fractions, degrees of temperature, or special bullets.
Using Alt Code Bullets
There are more Alt codes you can search online. These special kinds of bullets do not actually create HTML tags, such as <UL> (meaning unordered list).
Alt + 7
This means, you can create a bullet using a keyboard shortcut, but it won't automate by adding another bullet by pressing enter. The workaround for this is that you can highlight the sentence that contains the Alt Bullet and paste it into the RTE.
Aspire will generate the Paste Format window. Select the KEEP option and you will have the same format of a bullet and text. You can use ALT + 255 on the keyboard to insert invisible characters or just use the space key on the keyboard.
Why use Alt Code Bullets?
As you can see in the image below there is a difference when using the ENTER key and SHIFT + ENTER when using bullets.
The ENTER key will continue the bulleting or number within the RTE. However, hitting ENTER tells the RTE to add a paragraph (<p>) which then creates extra spacing.
Using SHIFT + ENTER
The other option, SHIFT + ENTER, will not create additional paragraphs like the first option. Nevertheless, it will not follow the bullet or numbering format you have used.
The examples below that use SHIFT + ENTER using the native bullet tools will not allow bullet insertion by design.
🧠 By using an Alt Code Bullet, you get the best of both options. You can continue your bullets without accidentally adding paragraph spacing!
The example below shows you how you can format your text using Alt codes: