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Overview

Document Templates are Microsoft Word-based documents used to merge data from specific entities 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

machine. More information can be found at http://www.aceoffix.com/

Document templates can be previewed using the Preview button at the bottom of the screen.

Here's a short video demonstrating how document templates can be used to generate permits and letters: 

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urlhttps://www.youtube.com/watch?v=1CwNueEFv5A

The following fields are available on the screen:

FieldDescriptionTemplate NameThe name of the document templateTemplate DescriptionA description for the document template. The description is not displayed outside of the Administrative screens.Functional AreaIndicates the functional area for the document template. This cannot be changed after a new document template is created.Template DatasourceThe name of the merge field list. The available datasources are based on the selected Functional Area. This cannot be changed after a new document template is created.Program Area(s)The list of Program Area(s) that apply to the document template. If left blank, the template will be available across all program areas.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.Document CategoryIndicates a "folder" that is used to categorize templates based on context or usageAdditional OptionsActive/Inactive ToggleActivates or Inactivates a template. Once inactive, the template can be deleted from the Document Template List, if desired.Allow multiple finalized documents based on this Template CheckboxIf 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 templateAuto publish upon finalizing documents based on this Template CheckboxIf checked, when a document is set to published that is generated using this template, it will automatically be set to "Final" status.Allow changing file name when generating documents based on this Template CheckboxIf checked, users will be given the option to type a name for the generated document before it is generated. If unchecked, the template name will be the name of the generated document.View History ButtonDisplays a list of changes made to the document template metadata over time.

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  • browser.

  • Microsoft Office must be installed on the client computer.

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.

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

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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

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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