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Document Template Configuration

Overview

Document Templates are Microsoft Word-based documents used to merge data from specific functional areas, such as permits, evaluations, and compliance actions. Document templates are used to create These templates facilitate the generation of various documents, including letters, permits, and inspection reports, or just about any other document.

In order to use the Document Template editor, the To configure document templates, navigate to Admin > Document Templates. This page displays a list of existing templates.

System Requirements

  • The AceOffix browser plugin must be installed on the client desktop browser.

  In addition,

  • Microsoft Office must

also

  • be installed on the

desktop

  • client computer.

  For more information, see the Editing a Document Template and Document Template Syntax Guide topics.

Creating and Editing Document Templates

To configure document templates, navigate to Admin > Document Templates. This page displays a list of existing document templates.

  • To create a new template, click Add New Document Template.

  • To modify an existing template, click Open next to the desired template.

  • The document template editor allows users to edit metadata and template content.

  • Editing and previewing a document template requires opening it in the AceOffix window.

For detailed information on the editing interface, see Viewing and Editing a Document Template.

Editing Document Template Metadata

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 Template button.   In either case, a page will be displayed allowing opens on which the metadata associated with the template can be edited: 

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Templates have configurable options, including:

  • Security Classification: Defines document visibility (e.g., Public, Internal).

  • Functional Area & Program Area: Determines where the template

to be edited. 

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To configure the document template click the Open

  • is applicable.

  • Merge Fields & Datasources: Specifies the available data fields for insertion.

  • Activation & Version Control: Enables templates to be marked Active/Inactive and tracks changes.

For more information, see the Viewing and Editing Document Templates topic.

Editing Document Template Content

To edit the content of the document template, click the Edit button at the bottom of the page.   The document template will open opens in an AceOffix window for editing.To review an existing document template click on Preview or Edit to start editing the document template.  If Preview or Edit is clicked, an AceOffix window opens (as the New Document Template or Edit Document Template page), which displays the document itself as an editable Word document, along with a list of merge fields available for insertion into the document.

For more information, see the Viewing and Editing Document Templates and Document Template Syntax Guide topics.

Info

Note that, when editing a document template in the AceOffix window, a popup window will be displayed over the main nVIRO page, indicating that AceOffix is open in another window. 

The following fields are available on the Configure Document Template page:

FieldDescriptionDetailsTemplate NameThe name of the document templateTemplate DescriptionA description for the document template. The description is not displayed outside of the Administrative screens.Security ClassificationSpecifies the security classification that will be assigned to the document upon generation.  Options are limited to Public or Internal.  Confidential or Restricted require individual owners\editors to be specified and the document may be set to one of these once it has been generated.Functional AreaIndicates the functional area for the document template. This cannot be changed after a new document template is created.Program AreaLists the program areas in which the document template is available. If left blank, the template will be available across all program areas.Document CategorySpecifies the document category into which the document template is organized. Document categories are defined by functional area and are created and modified in Admin > Lookups > Document Categories.Base DatasourceThe name of the merge field list; this determines which database fields are available to insert into the document. The available datasources are based on the selected functional area. Form DatasourcesIndicates which nFORM form's fields can be merged into the document template. This cannot be changed after a new document template is created.Side BarActive/Inactive (toggle button)Activates or inactivates a template. Once inactive, the template can be deleted from the Document Template List, if desired.View History (button)Displays a list of changes made to the document template metadata over time.Options (for documents generated from the template)Allow multiple documents to be finalizedIf unchecked, only one generated document based on this template is allowed for a given entity.If checked, an event will be created with the Event Type "Document Generated" when a document is generated using this template.Allow security classification changesWhen checked, the security classification on the generated documents may be changed.  When unchecked, they are locked down to the security classification specified on the template. Allow file name changesIf checked, users will be given the option to type a name for the generated document before it is generated. If unchecked, the name of the generated document will be the same as the template name.

Editing a Document Template Using AceOffix

The AceOffix window contains the document Editor, which displays the document itself as an editable Word document, along with a list of merge fields available for insertion into the document. Usage of this Editor section is explained in the Editing a Document Template topic.

Standard Document Template Fields

The following link provides a spreadsheet listing all of the standard document template fields for view-based datasources:

all datasource columns for view-based Aceoffix doc templates

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Sub-Topics

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Previewing a Document Template

Users can preview a template to see how it appears with actual data:

  1. Open the document template and click Preview.

  2. Select an item (e.g., a permit number) to populate the merge fields.

  3. The Document Template Preview window will display a read-only version of the generated document with merged data.



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