Document Templates Maintenace Screen

Search

Search will look at the File Name and Description fields. Enter the word that you want to look for and click the Search button.

Expand and Collapse in Select Template window

To enable a user to quickly locate a relevant group of templates, particularly when a search returns a large list, Expand and Collapse options have been added to the Find Templates window, when creating a document.

Template Type groups can be Expanded/Collapsed, using the arrow to open and close each group, making it easier to find the template you are looking for.

The views will differ for each Document Centre, e.g. if the user is in the Global Documents Centre, only non-contact library templates will be displayed, if they are in a client, only client library templates will be displayed and so on.

The customised view settings are saved on closing i.e. when the user reopens the Find Templates window it displays the previously saved settings.

Filter Row

You can use the filter row to filter by Description, Library, Template Type, Assignment Template, Document Type and Enabled.

The fields provide a dropdown listing the entries that are in the grid for that field. The exceptions are the Description field which allows you to type in the criteria to filter on, and the Enabled check box.

Use * before and after a word as a wildcard.

The Grid

The columns in the grid are as follows.

Field	Note
Selection checkbox	Used to select a record.
Checked out indicator	An icon will be displayed if the template is checked out.
File Name	The actual file name of the template.
Library	Shows which library the template belongs to.
Assignment Template	Shows if the template has been associated with an Assignment Template. This field is editable
Document Type	Shows which Document Type the template relates to, This field is editable. If an Assignment Template has been selected then the dropdown list in this field will be restricted to the types that are associated with the Assignment Template.
Template Type	Displays the Template Type. This field is editable. The dropdown is populated with all of the Template Types that have been added in Maintenance > Document Management > Template Types.
Merge From Reports	Shows if a report has been used to provide extra merge fields in the template.
Enabled checkbox	Remove the tick if you want to prevent users from using the template to create documents.
Workflow	Allows you to select the default workflow to be started when creating a letter using the template. (Only relevant if you have CCH Workflow installed.)
To	Allows you to select a default association type to be used in the To field on the Create Document window.
FAO	Where an association is set in To this will default to use the Default Contact for that associate. If nothing is set in the To field then you can set a default association type to be used here.

Templates can be grouped by dragging a column headed to the grey bar above the column headings.

Task Bar

The options are as follows.

Option	Note
Print results	Use this option to print a list of templates.
Close	Selecting this option will close the maintenance window.
Add templates	Use this option to open the Add Templates window and add templates that have been created out of the system.
Create template	Use this option to create a new Word or Excel template.
Edit template	Use this option to edit a template. The template will be checked out to you. When you have finished editing the template you must check it back in.
Delete template	Use the selection checkbox to select one or more templates, then click this option to delete the selected template(s).
Check in	Use the selection checkbox to select one or more checked out templates and then click this option to check them in.
Undo check out	Use the selection checkbox to select a checked out template, then click this option to revert to the last checked in version of the template.
Refresh	This option will refresh the list of templates.