How to Create/Edit a Word Template in Influence

Created by Martin Parkinson, Modified on Fri, 20 Sep at 12:34 PM by Graeme Orchard

CONTENTS Click an item to jump to the section

TABLE OF CONTENTS

OVERVIEW
ADDING A NEW DOCUMENT/TEMPLATE
EDITING AN EXISTING TEMPLATE DOCUMENT
EXAMPLE - Updating the "Safe CV" template

OVERVIEW

This article explains how to amend/edit existing Document Templates or add NEW templates documents to your Influence database.

These are the documents that you see oin the [DOCS] tab of records such as the candidate or client, or those that can be benerated using the Word icon in the toolbar of these records.

ADDING A NEW DOCUMENT/TEMPLATE

Adding a new Document template to the system is a simple 3-step process.

Firstly, you need to tell the system about the new template and define which "Slot" it will apear in - secondly you need to then create/upload the actual template itself, and add any merge fields you might want.

Step 1: Define the "Slot" for the new document template

Go to Maintenance > Setup > Parameters

Choose File > Open, then select the relevant set of parameters (ENIGMACLI (clients), ENIGMACND (Candidates) or ENIGMAVAC (vacancies), PLACMENT (Matches/Placements) )

On the [Text] tab, just find a free slot (eg document3) and set a document name (e.g. Recruitment Form)

Then also set a Prefix for this e.g. JRF using the equivalent parameters below (11-20) i.e. 13.

Step 2: Create the actual Template

Go to Maintenance > Tools > Template Maintenance

Choose the Word Tab

Give a sensible document name (eg VacRecFrm) - enter a nice description, e.g. Vacancy Recruitment Form

Choose the template is for "Vacancies" and then use the drop-down to choose the document type you created in Step (1)

To create the template click the [Apply] button

Step 3: Import/Upload your template.

If you have a word document you wish to use as the template Drag/Drop the document onot this page.

The system will prompt if you want to edit the template, so say yes.

{If you do not have a template, you can start from scratch - just click the [Edit Template] button.

Once the document opens in MS word, you can edit/amend it just like any other Word document.

Use the floating 'field picker' window to select any fields you wish to merge into the document such as candidate Forename, Surname, Current Employer, etc.

In the case of a 'Safe CV' you will probably also want to pull-in the content of the original CV, which can be found in the Text Notes section of the floating window.

When done, SAVE the document, then click [Cancel] on the floating panel, and say yes when asked to save the changes.

You can then close and exit from the Template Maintenance screen.

NOTE: Templates can only be MS word files, so only *.doc or *.docx are allowed.
You cannot use a *.pdf as a template or an excel file (*.xls/*.xlsx )

EDITING AN EXISTING TEMPLATE DOCUMENT

Choose Maintenance > Tools > Template Maintenance
Select the [Word] Tab
Click [... ] to select an existing template the follow step (3) as above (i.e. Drag/drop the template or just click [Edit Template] (as above)

To Overwrite an existing Template with a New One (Word doc)

A template can be updated by dragging/dropping a word document into the template editor window. This will overwrite the existing template, please note there is no way to undo this process. It is advisable to save a copy of the original template before updating.

To Manually Edit the Content of an Existing Template

An existing or newly added template can be edited by clicking [Edit Template] to open the template in MS Word. Make any changes to the text, and use the ‘Template Editor’ to pick any fields that you wish to include.

Example. To add the ‘Job Title’ as a merge field in the document, select the Vacancies Table 0001 from the Template Editor screen and then choose ‘Role Description’.

Double-click to insert the field into the MS Word document.

When done editing the document in MS Word chose File > Save to save your changes, then click [Cancel] to close the Template Editor/Field Picker window.

EXAMPLE - Updating the "Safe CV" template

Updating an existing template document, such as the "Safe CV" is easy - just two simple steps.

Step 1:

Go to Maintenance > Tools > Template Maintenance and choose the WORD tab.

Click [...] and select the template you want to update/replace (e.g. CanSCV - Candidate Safe CV)

Drag/Drop the new Word document onto the screen - when prompted to update say yes, and then when prompted to edit the new document, also say YES.

STEP 2:

Once the document opens in MS word, you can edit/amend it just like any other Word document.

Use the floating 'field picker' window to select any fields you wish to merge into the document such as candidate Forename, Surname, Current Employer, etc.

In the case of a 'Safe CV' you will probably also want to pull-in the content of the original CV, which can be found in the Text Notes section of the floating window.

When done, SAVE the document, then click [Cancel] on the floating panel, and say yes when asked to save the changes.

You can then close and exit from the Template Maintenance screen.

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