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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 a variety of These templates facilitate the generation of various documents, including letters, permits, and inspection reports.

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 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 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 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 opens in an AceOffix window, 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

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. 

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Previewing a Document Template

Document templates can be previewed to show how they will look when generated with real data. To Users can preview a document template to see how it appears with actual data merged into it, do the following:

  1. Open the document template and click

the 

  1. Preview

 button at the bottom of the Configure Document Template page. A dialog box opens, prompting you to specify an item from which to merge data into the document template. The type of item depends on the functional area in which the document template is being created. For example, if previewing a document in the Permit functional area, you will be prompted to enter a permit number. (When previewing a document, 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 template. Otherwise, these fields will appear blank when the document is previewed.)

  1. .

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

  3. The Document Template Preview window

opens in read-only mode and any merge fields that were added to the document template are replaced with the data in those fields. 
  • Click Cancel to close the Document Template Preview 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. Public documents will be available to public/external users upon being published, whereas Internal documents are only ever visible to internal staff.Functional AreaIndicates the functional area for the document template, such as Permit, Schedule, Application/Request, etc.Program AreaSpecifies the program area(s) 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 Datasources

    Specifies the nFORM submission or program component forms whose fields can be merged into the document template. 

    The available forms depend on the document template's functional area:

    • For document templates in the application/request, complaint/incident, or schedule functional areas, submission forms within those functional areas and permit, submission, and site program component forms can be selected.
    • For document templates in the permit functional area, application/request forms and permit, submission, and site program component forms can be selected.
    • For document templates in the site functional area, application/request forms and program component forms from any functional area can be selected.
    • For document templates in the compliance action functional area, compliance action and site program component forms can be selected.
    • For document templates in the evaluation functional area, evaluation and site program component forms can be selected.
    • For document templates in the project functional area, project and site program component forms can be selected.
    • For document templates in the receivable functional area, permit program component forms can be selected.
    Side BarActive/Inactive

    Activates or inactivates a template. Once inactive, the template can be deleted from the Document 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 in the Inactive status while main editing is being done, and only change it to Active when editing is complete and the document is ready to be used.

    View HistoryDisplays 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 of documents generated from this template may be changed. When unchecked, documents that have been generated from this template cannot have their security classification changed. 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.

    Standard Document Template Fields

    See the Standard Document/Notification Template Merge Field List page for a complete list of fields available.

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    1. will display a read-only version of the generated document with merged data.



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