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Edit Template

In order to edit a template you must first select it in the Template List on the left hand side of the page. A number of settings and features related to the header level of the template can then be configured in the panel that is displayed on the right hand side of the page. Each of these settings and features is described in detail below.

Title

The title (or name) of the template can be modified by editing the text in the Title field:

Inactive

A template can be made inactive by placing a tick in the Inactive checkbox:

When a template has been marked as inactive it will no longer be displayed in the Template List and will not be available to be used when creating new documents on the Document Assembly page. Inactive templates are not permanently deleted from the system, however this option enables the operator to hide any templates that are no longer required. To view inactive templates click the Show Inactive button located near the top right of the page. An inactive template can be restored by removing the tick from the Inactive checkbox.

Meeting/Event Details

Meeting Type: select an appropriate value from the drop down list. The meeting type can be used to filter data in the Reports module. Meeting types are added and modified via the Meeting Types maintenance page.

Date: this value is not normally populated for the template. It is normally only populated when a document is created from the template on the Document Assembly page.

Duration: if the meeting goes for a set time period then enter the appropriate value in minutes here.

Venue: select an appropriate value from the drop down list. Venues are added and modified via the Venues maintenance page.

Room: if the selected venue has rooms attached to it then select an appropriate value from the drop down list. Rooms are added and modified via the Venues maintenance page.

Calendar Colour: select a colour for the marker that appears on the calendar in the Documents Overview page for any documents created from this template.

Note that each of these fields can be used as an Auto-Insert Field to enable these values to be automatically inserted into your document- this is typically used to populate values on the cover page/front page/meeting notice of your document.

Due Dates Defaults- Days Prior to Meeting Date

When creating a new document on the Document Assembly page, if any of these fields contain a value greater than zero AND the meeting date is populated when creating the new document then Doc Assembler will automatically populate the corresponding due dates for the new document by subtracting the number of days specified from the meeting date. If utilised this allows the due dates to be automatically populated when you create a new document, allowing you to take advantage of the benefits of entering due dates without needing any manual data entry each time you create a document.

Assembly & Publishing

Publish Destinations: add any required publish destinations in this area. It will only be possible to publish to a destination that is listed here.

  • To add a new publish destination click on the Add button.
  • To edit an existing publish destination click on the link in it's Type column.
  • To delete all publish destinations click on the Delete All button.
  • To delete a single publish destination click on the button in it's Delete column.

The available publish destination types are:

  • Docs On Tap
  • Email
  • FTP
  • Sharepoint
  • Your document management system if it is one of the following:
  • Altus ECM
  • Objective
  • TRIM (HP Records Manager)
  • infoXpert (Magiq Documents)

Assembled Docs: you can use this area to try out......

Settings

The settings section at the Template header level has a number of options that are utilised for the assembly of the document:

The options provided at this level include:

Print Title -

Line Breaks after Title -

Add Outline - If selected, this option will generate bookmarks within the PDF document that is assembled for the template based around the Table of Contents data. The image below shows the impact of setting this with the assembled document having bookmarks automatically created which are accessible when viewing the document:

When distributed and viewed within Docs On Tap the bookmarks are accessible within the app.

Add Order of Business -

The Order of Business setting is different to the Table of Contents feature in that for an Agenda Template, the meeting bylaw or local law may specify the sequence in which the business of the meeting will be carried out - ie the Order of Business. Typically this describes the sequence in which the meeting will proceed. Normally for an Agenda Template items to be included in the Order of Business would be at the Section level of the Template. The following image is an example of how the Order of Business may look:

At the Template Header level the end user can nominate that an Order of Business is to be generated for the assembled document with the actual items to be listed in the Order of Business being set at the Section or Item level of the template.

Order of Business Container -
This setting works in conjunction with the previous item and enables the end user to nominate in which item the Order of Business be contained within when the document is assembled.

By clicking on the drop down list the end user can select which Item will be used to print the Order of Business. The item to be used can be a blank page or have content included in the item template with the system automatically fitting the Order of Business on the page below the pre-existing text.

Add TOC -
The Table of Contents setting enables the end user to nominate whether or not the assembled document is to include a TOC.

The TOC is built up from the items which are nominated within the template to be included in the TOC. The hierachy for the TOC is determined by the level of the included item within the template. In the following example, the items set in the template to be included within the TOC have been highlighted in yellow:

As you can see in the above example the Section level is used to build the first level of the hierachy with the item in all but the Officers Reports section being excluded from the TOC. The resulting assembled TOC looks as follows:

The above example shows how the hierachy for the TOC is inherited from the template structure with the indentation of items (see 9.1.1 CEO Report as the example) reflecting where the item sits within the template hierachy. There are options available which will be discussed under the Settings section that control the level of indentation to be applied to each level of the TOC when it is assembled. The logic that is applied to the creation of the TOC is that the indentation level is set to start in line with the text of the preceeding level. You can control via the Settings section as to whether or not indentation is to be applied at each level.

TOC Container -
This setting works in conjunction with the previous item and enables the end user to nominate in which item the TOC will be contained within when the document is assembled.

By clicking on the drop down list the end user can select which Item will be used to print the TOC. The item to be used can be a blank page or have content included in the item template with the system automatically fitting the TOC on the page below the pre-existing text.

Structure Type
This setting is system controlled and reflects the decision made by the end user when the template was first created. Doc Assembler provides for 2 types of documents:

* Complex - Is a template which has a hierachical structure which typically contains multiple Sections and Items
* Simple - Is a template which is not hierachical in structure and would only contain a single item.

Style Sheet

The Style Sheet provides a number of configuration settings that are used to assist in the production of the assembled document. For more information please refer to Style Sheets page.

Assignments

Assignments are effectively the permission and roles that end users have in respect of items created based on the template. Setting assignments at the template level means that for each instance of the document created the permission and roles of the end users are automatically inheritied from the template.

By mapping out the permission and roles required for a template this means that the end user when operating within the Dashboard will only be able to view the documents and items that they need to see and if they have the role of content creator, will only be able to add new items to the section within the document that they have the appropriate permissions to.

Assignments can be set at all levels within the template and with each assignment, the role of the end user can be specified. The available roles are:

Owner Content Creator Co-Author Reviewer
Template Yes Yes N\/A N\/A
Section N\/A Yes N\/A Yes
Item Default N\/A Yes Yes Yes
Item N\/A N\/A Yes Yes

Whats the Item default option at the Section level for??

Owner - The owner setting is only available at the Template level and this is used to provide administration rights to the Owner for all documents created within the template. Effectively this provides the end user with the ability to access all documents within the template or document instance without needing an explicit role created via an assignment.

Access to documents at this level is only provided via the Admin menu options for Document Assembly or Template Maintenance. That is to say that the end user who has an Owner Role cannot access the documents
via the Dashboard unless they are given an explicit role in respect of the document\/item.

Content Creator - This role enables an end user to have the right to create a document or item based on the template. Depending upon the level at which it sets this role has the following effects:

Template Level - This provides the end user with the ability to create a new document instance via the Document Assembly option within the Admin menu. This is an Administration function only and typically would be granted to those users whose role within the organisation is to prepare\/assemble the completed document.

Section Level - This provides the end user with the ability to create a new Subsection or item within the Template or Document instance.

Both of the preceeding rights are only accessible via the Admin Menu within the application and are not a function accessed from the Dashboard component of the application. Users assigned these rights must either have Admin or System Admin rights assigned to them as part of their user setup. Access to the Admin Menu will not be available to them otherwise.

Item Default - Assigning the Content Creator role to an end user at this level enables the user to add new items via the Dashboard. If we think of a document created along the lines of an organisational structure which contains the following Sections:
1. CEO
2. Corporate Services
3. Technical Services

And assuming that we want to control which end users can via the Dashboard add new items to each section, we utilise the Content Creator assignment to control this process.

If for example an end user is part of the Corporate Services Directorate and have authority to add new report items to the agenda, then they would be assigned the Content Creator role at the item default level for the Corporate Services Section. In this way they will be able to add new items only to the Corporate Services section as the CEO and Technical Services sections will not be visible to them.

If an end user has authority to add items to all three sections, then provided they have been granted the Content Creator role at the item default level for each section, when they add a new item via the Dashboard they will be able to select which section to add the item.

Assignment Notifications

Refer to the Assignment Notifications of this user guide for more information.

Add New Section