A lot of companies using UCM are using Templates to allow Template-Only and Read-Only users to enter contract data without needing the permissions or access granted to Full Access users.
Here's a run-down on templates, using a Contract Request Intake Form template as our example, which is also attached to this article! Of course, feel free to get creative and build a more complex template, the sky is the limit!
This article is just on the basics of template creation and creating a very simple template document!
To create a new template, it's a good idea to know what information you're going to need added to each contract using the template.
Data points like expiration date, contract requester, department etc. etc. will be entered as Fields on the template that can be set to sync automatically to your Contract Container.
- Once you know what data you want filled in what Fields, you can begin your template! Go to Contract Templates Administration (Found in Contract Administration)
- Click on the Green + to create a New Contract Template.
- Give the Template a Template Name that makes sense to you (Contract Request Intake Form, for this example)
- Assign what Contract Type will be created by this Template (Example: Request Form) and give it a Description (Optional)
- "All Users able to Edit Preview?" - When checked this will allow the user entering this template to edit the Preview area, obviously! The Preview Area is the box below that looks a bit like a Word document. As users fill in Fields, the Template document will update (and those changes will be seen in the preview!)
- Default Save Data - This is a recent enhancement that is PRETTY SWEET. By marking this box, all data fields that are filled in on the Template Screen will automatically update not only the Template Document, but the Contract Container itself! You can have Read-Only and Template Only users adding in whole Contract Containers!
- Associated Field Groups - This is where you pick what Field Groups you want to be added to your Contract Container, based off the fields you will be selecting in this article below. Basically, if a Field is a file folder, the Field Group is a file cabinet. Sure, you can have a bunch of folders lying around all willy-nilly, but a file cabinet tidies them up and keeps them together in one place!
*Note* As a suggestion it is wise to frequently save your template, just like any Word document. If you lose power or something happens, at least you won't lose all your work!
Figure out what you want your template to look like. For example here's a table and a form.
Using a Table to store your fields
One simple Template document set-up is created by making a table and storing the data of each field inside it’s respective cell. It makes your Template Document look really neat and tidy and keeps the information together nicely. You can skip this step, however, and move right along to “Adding Field Details” if you want it to be more like a form.
- On the edit toolbar, look for the picture of a little table with a pencil over it.
- Click the Table Tool and select how many Rows and Columns you want in your table.
- Feel free to play around with the alignment, the height, width etc. and click “Insert” to add the table. Depending on your height/width, it might be a teeny tiny table but that’s OK! You can pull on the corners to stretch it out!
- If you used “Table Caption” there will be a header box above all your columns where you can add names for all your tables!
- If there doesn’t look like enough space, play around with the spacing using the Line Spacing tool, or adding line breaks. You can also grab a corner of the table and streeeeetch it out to the proportions you want.
- Now you can begin inserting details into your cells!
Adding Field Details
Whether you’re using a Table Template or just creating a loose form, it’s essential to type out and give some indication of what you’re looking at.
- You must type in the Fields you’re going to have your users fill in.
- Then, select the corresponding Field from the Insert Field drop-down and it will automatically fill in with a long, kind of weird looking token. For example:
Requested by - [Request - Requestor Name]("Request - Requestor Name") Where the Blue is what will appear on your form and the Purple is the token that will sync with what the user enters.
- Fill out all your cells in this manner, or, if you’re not using a table, add as many fields as you would like, following the same steps. Make sure your Field Token always has that [bracket](“Parenthesis”) set up.
- Once all your Fields and Field tokens are added, it’s a good time to do any final touches to make your template look good. We recommend you select your whole form and pick a font style/size so the template will appear exactly the same on all User’s computers, regardless of their default font. (Arial is a good font that everyone has!)
- If you’re interested in playing around with templates, save a copy of what you’re working on just to mess around with all the functions and tools!
As always, if you're confused or would like any help, please feel free to reach out to support!