Document Templates Overview

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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