Notification Template Configuration
Document Notification Templates are Microsoft Word-based documents notifications used to merge data from specific functional areas, such as permits, evaluations, and compliance actions. Document Notification templates are used to create a variety of documentsnotifications, including letters, permits, and inspection reports.
In order to use the Document Notification Template editor, the AceOffix browser plugin must be installed on the client desktop browser. In addition, Microsoft Office must also be installed on the client computer.
For more information, see the Editing a Notification Template and Notification Template Syntax Guide topics.
To configure document notification templates, navigate to Admin > Document Notification Templates. This page displays a list of existing document notification templates.
Editing a
DocumentNotification Template
To edit a template, click the Open button corresponding to the template to be edited. Or, to create a new template, click the Add New Document Notification Template button. In either case, a page opens on which the metadata associated with the template can be edited:
To edit the content of the document notification template, click the Edit button at the bottom of the page. The document notification template opens in an AceOffix window, which displays the document notification itself as an editable Word documentnotification, along with a list of merge fields available for insertion into the documentnotification. Usage of this Editor section is explained in the Editing a Notification Template topic.
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Note that, when editing a document notification template in the AceOffix window, a popup window will be displayed over the main nVIRO page, indicating that AceOffix is open in another window. |
Previewing a
DocumentNotification Template
Document Notification templates can be previewed to show how they will look when generated with real data. To preview a document notification template with data merged into it, do the following:
- Open the document notification template and click the Preview button at the bottom of the Configure Document Notification Template page. A dialog box opens, prompting you to specify an item from which to merge data into the document notification template. The type of item depends on the functional area in which the document notification template is being created. For example, if previewing a document notification in the Permit functional area, you will be prompted to enter a permit number. (When previewing a documentnotification, it is important to select an item–a permit, in this example–that contains data in the merge fields that are used in the document notification template. Otherwise, these fields will appear blank when the document notification is previewed.)
- The Document Notification Template Preview window opens in read-only mode and any merge fields that were added to the document notification template are replaced with the data in those fields.
- Click Cancel to close the Document Notification Template Preview window.
The following fields are available on the Configure Document Notification Template page:
| Field | Description |
|---|---|
| Details | |
| Template Name | The name of the document notification template |
| Template Description | A description for the document notification template. The description is not displayed outside of the Administrative screens. |
| Security Classification | Specifies the security classification that will be assigned to the document notification upon generation. Options are limited to Public or Internal. Public documents notifications will be available to public/external users upon being published, whereas Internal documents notifications are only ever visible to internal staff. |
| Functional Area | Indicates the functional area for the document notification template, such as Permit, Schedule, Application/Request, etc. |
| Program Area | Specifies the program area(s) in which the document notification template is available. If left blank, the template will be available across all program areas. |
| Document Notification Category | Specifies the document notification category into which the document notification template is organized. Document Notification categories are defined by functional area and are created and modified in Admin > Lookups > Document Notification Categories. |
| Base Datasource | The name of the merge field list; this determines which database fields are available to insert into the documentnotification. The available datasources are based on the selected functional area. |
| Form Datasources | Indicates which nFORM form's fields can be merged into the document notification template. |
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| Active/Inactive | Activates or inactivates a template. Once inactive, the template can be deleted from the Document Notification Template List, if desired. Also, when a template is active, any edits made to the template will, upon saving, trigger a dialog box that prompts the user to describe the edits made. To avoid having to repeatedly fill out this dialog box during editing, keep the document notification in the Inactive status while main editing is being done, and only change it to Active when editing is complete and the document notification is ready to be used. |
| View History | Displays a list of changes made to the document notification template metadata over time. |
| Options (for documents notifications generated from the template) | |
| Allow multiple documents notifications to be finalized | If unchecked, only one generated document notification based on this template is allowed for a given entity. |
| If checked, an event will be created with the Event Type "Document Notification Generated" when a document notification is generated using this template. | |
| Allow security classification changes | When checked, the security classification of documents notifications generated from this template may be changed. When unchecked, documents notifications that have been generated from this template cannot have their security classification changed. |
| Allow file name changes | If checked, users will be given the option to type a name for the generated document notification before it is generated. If unchecked, the name of the generated document notification will be the same as the template name. |
Standard
DocumentNotification Template Fields
See the Editing a Notification Template page for a complete list of fields available.
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