A Guide to Managing Document Templates

To be able to manage document templates:

• Users will need to have TASK/DOCUMENT TEMPLATE ADMINISTRATOR ticked under SYSTEM SECURITY on their user profile to have access to Manage Document Templates.
• You are not permitted to edit or delete system file documents. You will need to create a new template based on the system template OR hide the template.

To manage Document templates select MANAGE DOCUMENT TEMPLATES from the Main Menu.

Finding Templates

The most efficient way to locate a document is to use the FIND TEMPLATE OR LETTERPACK option on the application Toolbar. Enter any word that would be used in the document title to search.

Once you have found your document double click on it to open in the Manage Documents template window.

CREATING A NEW DOCUMENT TEMPLATE BASED ON A SYSTEM TEMPLATE

To copy a template:

1. Locate the system template you wish to copy.

2. Right click on the document name and select NEW TEMPLATE BASED ON name of document

3. In pop up window enter a new name for the document (it cannot be the same as the old one) then click OK.

Your new document will be saved in the same category (folder) as the original with all the original document's attributes.

Renaming a Document Template

Right Click on the document to edit, delete, rename or move the document to a different category.

You can also change the detail of where, how and what is included in this document

Hiding a Template

You can hide or reveal a document using right click. This action can be done in bulk, first select the documents you are interested in by placing your cursor on the first one in your list keeping the Shift key down then click on the last document in your list. This will highlight all the documents, then right click and choose hide.

 

Setting Details Options for Templates

Details tab

DEFAULT SAVE PATH so when the document is merged it will auto save into the default folder as instructed here.

CATEGORY - You can change the Category folder here if required.

STYLE TEMPLATE - You can link a style template to the document. EG Your firm letterhead.

the following articles explains more about using style templates.

https://exalt.zendesk.com/hc/en-us/articles/218200698-Apply-Document-style-templates-using-Inolvency

Datasource Options

 No datasource-Replace codes only. If there are no merge fields used in the document, only replace fields, select this option.  An example of replace codes are [RF_ADMIN_NAME] [RF_ADMIN_APPT_SUFFIX].

A list of current Replace fields can be produced via the REPORTS tab under MANAGE DOCUMENT TEMPLATES. You can also create your own custom replace fields.

This datasource: The data source uses merge fields. You can select what datasource you want to use for the document using the dropdown.  Example merge fields are:

«FirstName»

«LastName»

Merge fields are used for debtor, creditor, counterparty names and addresses etc. A list of current Merge fields can be produced via the REPORTS tab under MANAGE DOCUMENT TEMPLATES

This Counterparty: Using this option the counterparty you select will always merge in this template. This counterparty may be used in many templates so using this method of linking the counterparty means if there were changes to the counterparty details,  eg address, you only need to update the counterparty card. 

This Contact: Works the same way as Counterparty but will access the contacts listed in the application for you to select one.

Job Contact Role: Eg If you select Banker. All job contacts linked the job with the role banker will be merged when the template is run.

Counterparty Type: If the counterparty has been assigned a type then using this option will list all counterparties in the database with this type assigned for merging when running the document template wizard. You can tick/untick the ones you want to use during the wizard.

Display Options

Tick the appointment type(s) the letter will be used for. If it is a general letter used by all appointment types tick Applies to all Corporate.

User Prompts

Tick any prompts that apply to the letter.  For example a circular to creditors may include a reference to a meeting.  If you want the user to select the meeting to be referred to in the document, then tick Select meeting.

 A prompt will then appear during the document production wizard listing any meetings that have been setup under CORPORATE->MEETING REGISTER.  Tick the meeting that relates to the document you are preparing. If no meeting has been setup click on NEW MEETING and enter the meeting details. This meeting will be saved in your meeting register under the Corporate tab.

 

User Input

You can create your own RF codes or use additional system RF codes to create further prompts for the user to enter additional information during the Document production wizard.

Changing a template category

To change a document template's category, from within the Manage Document Templates register:

1. Right click on the document template
2. Select Move to Category
3. Select the new category from the list of available categories

Note: Once a document category no longer has any templates in it, you may delete the category. 

 For information  on how to import a custom template please click on this link:

Importing Custom Document Templates