Document Templates
The Document assembly workflow in Diligent Entities allows you to:
- Import and export Document Templates.
- Apply conditional logic.
- Attach a document template to a workflow.
- Import data held within Diligent Entities.
Document templates are files that you can prepopulate with frequently used data fields and categories in order to save time when you start creating new documents. Templates enforce wording, formatting and layout across letters, minutes, reports and all other documents (typically in Microsoft Word) that are automatically generated in Diligent Entities.
User role rights must be enabled for Document Templates in System Tools.
Enable Document Templates
To enable Document Templates for a user role:
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Navigate to System Tools > Systems Security > User Roles.
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To open settings for a user role, select the required user role name or the Folder iconnext to it. The User Role wizard opens.
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Select Next to navigate to the User Role Rights page.
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Scroll down to Quick Reports, Favourites and Dashboard, then select Expand All
to display the options. -
Enable the Create/Edit Document Templates checkbox.
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Finally, select Finish.
When the user right is enabled, the Document Templates option displays in Quick Reports
in the Navigation Bar on your home page.You can learn about the related Document Template option in System Tools in Document Templates in System Tools.
Document Templates
The Document Templates page displays all Document Templates and summary details that are currently set up for you.
To access Document Templates:
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Select Quick Reports in the Navigation Bar.
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Next, select the Document Templates option.
By default:
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Only system-generated document templates display until you create new templates.
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Document templates are ordered alphabetically by Document QR code.
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Nine information columns display.
Note
Document templates are only supported in .rtf format.
-
Select Menu
to access the related actions for the relevant system-generated document template listing.
Note
System-generated document templates are read-only and cannot be deleted.
Open
To open the document template in the Document Template Editor, select the Open option.
Duplicate
To create a copy of the relevant document template, select the Duplicate option. The duplicate document template will be listed on the Quick Reports > Document Templates page.
When a duplicate is created, the word Copy is appended to the original description.
Note
The QR code for the duplicate must be unique for the current folder. Document Templates can share QR codes, but only one instance of the QR code can exist in each folder or group.
Tip
It is recommended that you rename duplicate templates by opening, saving and renaming the duplicate in the Document Template Editor.
Rename
To make changes in the Description or Document QR field of the template, select the Rename option. The Rename Template wizard opens.
Note
You cannot change the QR code of a system-generated document template. The Document QR field is greyed out or deactivated to prevent any changes.
When you save an update, a confirmation message displays at the bottom of the screen. The changes are reflected immediately in the relevant template listing on the Document Templates page.
Delete
Note
This option is only available for user-defined document templates and is not available for system-generated document templates.
To delete user-defined document templates, select the Delete option and confirm delete in the dialogue that opens.
Once you select Yes, you confirm the action of deleting. A "Deleted" confirmation message also displays at the bottom of the screen, and the template will no longer be listed on the Document Templates page.
To learn more about how to create a Document Template or attach an existing Document Template to a workflow, refer to Create a Document Template or Attach a Document Template to a Document or Report Wizard or Add a Document Template to an Event Wizard.
