Manage Document Templates

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:

  • Add a new Template
  • Download a copy of an existing Template
  • Edit an existing Template

Add a new Template

1. From your Dashboard, head to the Admin area, by selecting the mceclip0.png icon. On the left-hand side of your screen, you will see the heading TEMPLATES. Select Manage Document Templates.

2. Click mceclip1.pngand a pop-up window will appear where you can enter the following information:

  • Name the Template: Complete the New Template name text box.
  • Select what type of Template it is:Choose Documents, Presentation, or Spreadsheet.
  • Choose the file you wish to upload: Using the Choose File function to browse and upload the Word document you have created.

3. Select Add.

Be careful not to click the Add button multiple times as it will duplicate your templates which you would have to remove. 

Edit an Existing Template

1. From your Dashboard, head to the Admin section, by selecting the mceclip2.png icon. On the left-hand side of your screen, you will see the heading TEMPLATES. Select Manage Document Templates.

2. Select the Office from the drop-down list.

This is only applicable if you have multiple Offices.

3. Find the template that you wish to edit and click the Edit pencil icon. You will now have three options: 

  • Change the Template Name.
  • Use the Choose File function to Browse, Open and Save a new file to override the existing template.
  • Using the mceclip4.png icon allows you to remove templates so they cannot be selected going forward, this will not impact any previously created documents.

If you wish to edit the template document, we recommend you download a copy of the existing template as explained in Downloading a Copy of an Existing Template, then make any changes. You can then save the document in Word, and upload these changes to override the existing template with the updated version as explained above. 

Helpful Pointers while creating or editing a Template

Here are some helpful hints we have learned along the way when editing and creating document templates. 

1. Tables are an easy way to display multiple bookmarks in a compact area where they can be easily formatted. Whenever possible we recommend that text is within a table or text box to make formatting easier. 

2. Before you begin to edit the formatting and getting the look of the document correct, it is worthwhile that you ensure the bookmarks have all been added. It is much easier to change the appearance at the end rather than as you go along once you know that all of the data you require is included. 

3. If you need to have the same bookmark in multiple locations simply add '_1' on the second instance of adding the bookmark i.e 'company_1', this will add the bookmark in both locations.

4. If you want all of the inserted text with bookmarks to be of the same formatting, right click on the Normal Styles option on the top ribbon in Word and choose the style and size you’d like, this will then apply to all text and bookmarks.

Download a Copy of an Existing Template

1. From your Dashboard, go to the Admin tab, by selecting the mceclip2.png icon. On the left-hand side of your screen, you will see the heading TEMPLATES. Select Manage Document Templates.

2. Select the Office from the drop-down list.

This is only applicable if you have multiple Offices.

3. Click the Download Template link next to the Template details.

The template will be downloaded to your PC. Depending on your browser, it will save to different areas of your computer. If you wish to work on this template e.g. make an edit, or access it at a later date, be sure to save it somewhere memorable.

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