The Documents Add-On enables you to store your documents right where you need them in CMap, so they're always in context and easy to find. Documents can be stored against a Company, Project or People Profile. A key feature of the Documents Add-On is the ability to create Proposal / Quote Documents based on your own personalised templates, with CMap data (including the Fee Estimator) automatically populated within the documents.
In this article, we’ll look at:
- How Document Template work
- Inserting a bookmark in Word
How Document Templates work
When creating a new document, CMap automatically inserts data such as your client's name and address onto your template. It does this by searching your template for 'bookmarks' that it recognises. Bookmarks tell CMap to ‘insert data here’. All you need to do is insert bookmarks onto your document templates in the places where you'd like the data to appear e.g. you would add the bookmark 'projectcode' where you’d like the CMap Project Code to appear in your document.
Inserting a bookmark in Word
1. Open Word.
2. On the Insert tab of the Word Ribbon, select Bookmark to open the Bookmark dialog box. Alternatively, place the cursor where you want the bookmark to be and press Ctrl+Shift+F5.
3. Under Bookmark name, type a bookmark from the Available Bookmarks list below.
What do I need to remember?
- Bookmarks are case sensitive, so it is important that you name your bookmarks correctly and with the correct case, or they won't work.
- Bookmarks are invisible, so don’t be alarmed when you see nothing appear on the Word document.
- There is a helpful feature that makes managing these bookmarks easier by making their location displayed within word, if you haven't got this turned on, follow the steps File>Options> Advanced > Show bookmarks part way down the screen.
- Formatting - if you want a specific bookmark to be formatted in a particular way, red text for example, you can enter a placeholder word/phrase. You can then highlight this text and add the bookmark around it. When the template populates the bookmarked text, it will override the placeholder in the same format. You do need to just be aware if there is no text for the bookmark to pull in the placeholder text would remain when created.
Available Bookmarks
Some of the below Bookmarks will not be applicable for Pipeline Projects. For example, you may not set the Wingman at this stage so these would be blank.
| Bookmark | Description |
| author | The full name of the user that has created the document. |
| authoremail | The email address stored against the user details of the individual who created the document. |
| date | The date the document is created dd/mm/yyyy. |
| ferole | A breakdown of the Fee Estimator by the roles budgeted in hours. |
| feroledays | A breakdown of the Fee Estimator by the roles budgeted in your standard working days. |
| festage | A breakdown of the Fee Estimator by each stage of the project. |
| fefull | A full breakdown of the Fee Estimator. This breaks down the stages and tasks by the number of hours booked next to each budgeted role. Key displaying role charge out rates included at the end of the breakdown. |
| fefulldays | A full breakdown of the Fee Estimator. This breaks down the stages and tasks by the number of standard working days booked next to each budgeted role. Key displaying role charge out rates included at the end of the breakdown. |
Company Bookmarks
|
Bookmark |
Description |
|
company |
The name of the company. |
|
parentcompany |
The name of the parent company. |
|
companyphone |
The listed company phone number. |
|
companyfax |
The listed company fax number. |
|
companywebsite companytwitter |
The listed company website. The listed company twitter handle. |
|
companyvatnumber |
The listed company VAT number if stored. |
|
companypaymentterms |
The agreed client payment terms. |
|
companyaccountcode |
The listed companies sales account code. |
|
companysuppliercode |
The listed companies supplier code. |
|
companynotes |
Pulls through any notes stored against the company. |
|
companytags |
Pulls through list of any tags against the client. |
|
companypostaladdress |
Pulls through the first address next to a client, be aware if multiple addresses may need to edit to input correct address. |
Company Contact Bookmarks
|
Bookmarks |
Description |
|
contact
|
The contact from the company selected on the project, full name. |
|
contactfirstname
|
The contact from the company selected on the project, first name only. |
|
contactlastname
|
The contact from the company selected on the project, last name only. |
|
contactjobtitle
|
The contact from the company selected on the project's job title. |
|
contactdirectphone
|
The contact from the company selected on the project's direct phone number. |
|
contactmobilephone
|
The contact from the company selected on the project's mobile number. |
|
contacttwitter
|
The contact from the company selected on the project's twitter handle. |
|
contactlinkedin
|
A link to the contact from the company selected on the project's LinkedIn. |
|
contactemailaddress
|
The contact from the company selected on the project's stored email address. |
|
contactpostaladdress
|
The company address the contact is linked to. |
|
contactnotes
|
The notes stored next to the contact record.
|
|
contactowner
|
The full name of your user who is set as company contact owner.
|
Project Bookmarks
| Bookmark | Description |
| projectcode | The project code. |
| projecttitle | The project title. |
| codeandtitle | The project code and title together. |
| projectoffice | The name of the office attached to the project. |
| projectstartdate | The start date of the project. |
| projectenddate | The end date of a project. |
| projectponumbers | List of purchase order numbers set against the project . |
| projectsector | The sector assigned to the project. |
| projecttype | The project type assigned to the project. |
| projectleadsource |
The lead source assigned to the project. |
| projectmanager | The name of the project manager. |
| projectwingman | The name of the wingman. |
| projectowner | The name of the owner/won by. |
| projectbio | The Bio of the project. |
Custom Fields on Projects, Companies and Company Contacts can also be added into Documents. To include a custom field value, just add the full bookmark name set in the Custom Field Manager area of CMap following this with '_cf' these fields can then be added to your document.
Hopefully you now understand what Document Templates are used for and how they are set up in Word. Once you have created the Template, you can manage them using the Manage Document Templates Admin tool.
Want to learn more... here's an article on Managing Document Templates.
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