Manage Document Templates

Manage Document Templates

This lesson explains how to use the Manage Document Templates tool in CMAP.

Step 1: Go into the Admin tab, find the Manage Document Templates tool and click it. Once open you will now see all of the templates that exist in your system (in cases of multiple CMAP offices you will see a dropdown menu to view each offices individual templates).

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. 

Here's how to insert 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.

Bookmarks are case sensitive, so it is important that you name your bookmarks correctly and with the correct case, or they won't work.

NOTE: Bookmarks will adopt the font style from where they are placed, so be sure to set your font style to the desired setting before inserting your bookmark.

NOTE: Bookmarks are invisible, so don’t be alarmed when you see nothing appear on the Word document.

1. 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.

2. 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 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.

Adding a New Template

Step 1: Go into the “Admin” tab, find the Manage Document Templates tool and select it.

NOTE: Create the outline of your template in word (i.e. how you want the document to look). Add in the bookmarks you require in the document from the CMAP bookmarks as noted in Available Bookmarks at the end of this guide.

Step 2: Choose the Office that you wish to upload your template to from the dropdown list (only required with multi office instances of CMAP). 

Step 3: Click Add New Template link. You will then need to…

1. Name the Template, completing the New Template name text box.
2. Select what type of template it is: Documents, Presentation, or Spreadsheet.
3. Then choose the file you wish to upload by using the Choose File function to browse and upload the Word document you have created.

Step 4: Select Add Template

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

Downloading a Copy of an Existing Template

Step 1: Go into the Admin tab, navigate to the Manage Document Templates tool and select.

Step 2: Select the Office from the dropdown list (if you have multiple offices)

Step 3: Click the Download Template link next to the template details.

NOTE: 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.

Editing an Existing Template

Step 1: Go into the Admin tab, find the Manage Document Templates tool and select.

Step 2: Select the Office from the dropdown list (if you have multiple offices)

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

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

NOTE: 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.

Available Bookmarks

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

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 – the listed company website
companytwitter – 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

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

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

NOTE: Some of the above bookmarks will not be applicable for pipeline projects e.g. you may not set the wingman at this stage so these would be blank.

NOTE: Custom Fields on Projects/Companies/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.