User Manual

There are three different types of templates:

•Global Templates - Templates that can be applied to documents throughout your NovaCore system regardless of the document's framework.

•Framework Specific Templates - Templates that can only be applied to specific frameworks.

•DMS Folder Specific Templates - Templates that can only be used within their containing folder.

Note that existing documents can be converted into templates (See Converting Documents to Templates below).

Creating Global Templates

To create a Global Template:

1. Go to Tools/Config then Manage Templates. The Manage Templates has two sections. The top section is for Global Templates and the bottom section is for Framework Specific Templates.

2.Select the plus button in the Global Templates section as show below.
 

3.A dialogue box will open up so that you can name your new template, change the revision number if you need to, set an approver, apply a template and select a file type.
 

 

4.Once you have filled in the fields, click Create.Your template will open up in an application relevant to the the file type you specify. When your new template opens in the application there will be extra NovaCore features inside the application as explained in Editing Documents.
 
 

Creating Framework Specific Templates

To create a Framework Specific Templates:

1.Specify a framework in the 'Templates specific to' section using the drop down list as shown below.
 

 

2.Select the plus button.
 

3.Follow steps 2 - 3 of Creating Global Templates (see above). Your template will only appear in the framework you specify.

OR

1.Go into a framework.
 

2.Go to Templates under the Manage tab. Select the bottom section of Templates and select New Template.
 

Example

The following is an example of how you could make a Word template. Note that you do not have to follow all these steps exactly.

•Double click the header of the document and insert you company logo:
 

 
The header will become the header of all the documents you apply the template to.

•In the footer of your document you can put revision information. The ability to insert revision fields is one of the features that makes document controlling so easy with NovaCore. In the image below the editor has placed "Revision Date" in the footer.
 

 
Instead of manually typing in the date go to the Insert tab.
 
Once you have clicked the Insert tab you will see that you have the option to insert NovaCore Fields. Click Revision Field to reveal a drop-down list.
 
You will see that there are several different revision fields. For the purpose of this demonstration we select Revision Date:
 

 
After the desired field is selected it will appear next to your cursor in the document:
 

•Below is an example of a complete template footer:
 

•Once you have created your template you can Save it or Save as Complete.

•Approve your template in NovaCore and it will be ready to use!

Converting Document to Template
 

If an existing document is to be used as the basis or starting point for new documents then convert the document into a template for later use in Creating Documents.

To do this:

1.Right click the document in any document list within NovaCore.
 

2.Select Convert to Template.
 

 

3.a) If you have Template Management permissions (see User Permissions) and the document resides in a DMS folder you will be asked to choose between limiting the template to its containing folder or making it global. Limiting it to the folder means that you can create new documents based on this template only if they too reside in this folder. If not prompted then you do not have Template Management permissions and the template will be limited to the folder.
 
b) If the document resides in a framework and you have Template Management permissions then you will be prompted whether to make the template global or to limit it to documents belonging to the framework. If you do not have Template Management permissions then you cannot convert a framework document to a template.
 

There are two different ways of applying templates

•Applying templates when creating/editing/revising documents

•Applying templates on import

Apply Templates When Creating/Editing/Revising Documents

A template can be applied during the document creation process (see Creating Documents) or from the NovaCore Toolbox when Creating/Editing/Revising Documents

To apply a template from the NovaCore toolbox:

1.Select the drop down arrow in the Template field and select a template:
 

 
If a template does not show up in the drop down list it is because of one of three things:

a.You need to click on the Refresh button as shown below.
 

b.The template is specific to a different framework to the one your document is in.

c.The template has not been approved. A template can only be applied when it is approved.

2.Once you have selected your template click Apply Template. Note that if a template has already been applied you will need to Reapply Template (see below).
 

 
When your template is applied, all the information in the header and footer of your document will be automatically updated.
 

Applying Templates to Individual Documents on Import

The process of importing a document is explained in Importing External Documents. During the process you will come to a screen where you can edit your document information. This is where you apply a template. Click below the heading of the Template column to reveal a drop down list.
 

Select the template and continue with the import process by clicking the Next Arrow. Once the document is imported, right click on it and select edit. The document will open up in the relevant application and you will see that it has the template you specified.

Applying Templates in Bulk

NovaCore also allows you to bulk apply templates during the import process. To do this:

1.When you reach the screen during the import process where you can edit your document information, select two or more documents.
 

2.When you select two or more documents, a bulk assign options menu will automatically open on the right hand side of the screen. Select the drop down arrow of the Bulk assign template option and select a template.
 

 
The template will be applied to all files that match the template's file format. For example, if the template is a Word document, it will only be applied to Word documents. If you want to apply different templates to different files on the same import, simply select the other templates you wish to apply and they will be applied to the relevant files. For example, if you select all of your documents and some are Word documents and others are PowerPoint documents, select the Word template to apply it to all of the Word files and then select the PowerPoint template to apply it to all of the PowerPoint files.
 

3.Once you have assigned the templates, continue with the import process by selecting the Next Arrow.

To change a document's template:

1.Revise the document and select Reapply Template in the NovaCore toolbox.
 

2. When you click Reapply Template a dialogue box like this will open up:
 

 
Specify which parts of the template you want to apply to your document and click Apply.