NOTE: The following instructions are for setting up a Library Template in a system using AceOffix as the document editor. Since May of 2022, UCM has had another option, OnlyOffice, which is the improved online editor that will be used most and supported moving forward. To see how a Library item is created using OnlyOffice, click HERE.

Setting up an AceOffix Library Template is done primarily in a word processor, like Word, and then uploaded to UCM. There is some pre-set up that can be done inside of the System, however with a little basic HTML Knowledge, any member of your organization can create a Library Template and submit it to an Administrator for uploading into the System.

Set-Up Location

  • Library Templates are set up by going to:
    • Company Admin --> Contract Administration --> Contract Document Library Administration


Library Template Creation

Below is a detailed list and screenshot of all the options available to you when you create a Library Template inside of UCM.

  • (A) Item Name: Give your new Library Template a name. The Document name can be set each time the Library Template is used.
  • (B) Document Category: Since Library items do not need to be Templates, you can set a default Document Category for your Document. 
  • (C) Description: Optional description box that both Admins and End-Users can see
  • (D) Active: Having this box enabled will make it appear for all you users with access to the Library in your system. You can pre-load Library Templates into the system by leaving this box unchecked. 
  • (E) File: Select the Choose File box to the right to browse your PC and select the pre-made Library Template File. Instructions on how to pre-make the file is below.
    • (EE) File Name: If you are editing a pre-existing Template, the current file’s name will appear here. 
  • (F) Use as a Library Template: If you leave this box unchecked, you won’t see any of the options below. The Library in UCM can also store documents that do not use Template features, so not all will use this feature. To create a Template though, check this box. 
  • (G) All Users able to Edit Preview: Having this checked allows your users to edit the Library Template file itself when making the document. Has no relationship to the data being entered into the Library Template from, or alongside, a Contract Container.  
  • (H) Default Settings: Per Template, you can select if you want to have a Document Uploaded to the Attachments Tab of your Contract Container (1), if you want the Data that is placed in the Template to be uploaded to the Summary Tab (2), and if you want to lock down these settings so they cannot be changed when the Template is being used (3). 
    • Note: Make sure to consider all the ways that this Template will be used when choosing these options. If you deselect Create Document, and then lock those settings, this Template would NOT be able to be used as a Boilerplate Document in the future to pull data out of a Containers Summary data to create a Document. 
  • (I) Associated Field Groups: You’ll want to select any Field Groups that are NOT a part of your intended Contract Type that have fields being included in your Library Template. Without selecting them, you’ll have free-floating fields.
  • (J) Configure Fields: Since Library Templates are created in Word and then uploaded to the system, there are two options to help you set up your Library Template Document and end-user experience.
    • (K) Manage Fields: Here, you can set the order that your Users will fill in the template information. This is also where you’ll decide which fields will be a part of your Template. More details on below
    • (L) Insert Fields: A list of the Fields you selected in Manage Fields in the appropriate Library Template brackets for easier copy and pasting into your Document File. More details on below
  • (M) Save: As soon as you save, if Active is enabled, then your Library Template will be live for all Users who have permission.


Manage Fields

When you select Manage Fields, you get a pop out that lists all of the custom fields in your system. Since your Library Template is made in a word processor, all you are doing here is selecting the fields you want to be included in your Template by dragging from the left to the right side (1). You can then drag those fields that you’ve selected up and down (2), to put them in the order you want your users to fill them out when using the Library Template.


Insert Fields

After you’ve selected your Fields in Manage Fields, you can use Insert Fields to get a list of all the Fields you want included in your Library Template, already formatted in the correct brackets. You don’t have to use this, and can simply type the name of your field into your Library Template document with the { } brackets. In the next section you can see what these bracketed fields look like in your document.


Document Creation

Now that you have your fields in their brackets, you can simply copy and paste them into your document. Any formatting you want the inserted field to have, Bold, Italics, Underline, Color, etc. can be applied by simply highlighting the entire field, brackets included, and give it the format you want.


Library Templates can even be applied to Headers and Footers.