Creating templates in BigChange can streamline your workflow and ensure consistency across your documents. This guide will walk you through the steps to create a template using both the BigChange Editor and the BigChange Microsoft Word Add-in.
Creating a Template Using the Editor
Accessing Templates
Navigate to Account Settings > Settings > Account > Templates
Options for Creating or Searching Templates
- Create a new Template by selecting Add.
- Search for an existing Template category by selecting Usage, e.g. Financial document.
- Search for a specific word/name to use or adapt an earlier template.
Populating a Template
- Select Add to bring up the Edit template pop-up.
- Add a Name for your template, e.g. Job confirmation email.
- Decide whether to create the template in the BigChange editor or the BigChange Word Add-in.
- Change the default PDF name if needed.
- Add an Email subject line populate the Body of the email.
Customising the Template
- Orientation: Choose Portrait or Landscape.
- Margins: Set the size of the margins (default is 1.25cm).
- Header: Edit as needed.
- Table: Insert a basic table.
- Horizontal line: Select to insert a horizontal line, or press the Ctrl+Enter keys on a keyboard to insert.
- Insert page break: Easily insert a page break.
- Link: Add text and URL for a link.
- Picture: Add images by typing the URL and selecting "Insert Image’.
- Code view: View and edit the template’s HTML code.
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Insert Keyword: Select insert BigChange keywords (Keywords are in effect a placeholder for content held in your BigChange system. for for more information about keywords, visit the support article Template Keywords.
Remember to save before exiting the template pop-up.
Assigning Usage to a Template
Select the relevant template, followed by Edit.
Select the Usage tab and +Add as many usages as required.
For certain usage types, such as Job Cards or Financial documents, provide additional details for more granular control.
Once you have edited and saved your template, it will be available across your site, wherever the applied usage is appropriate.
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Creating a Template Using the BigChange Microsoft Word Add-in
Downloading and Setting Up the Microsoft Word Add-In
For information on downloading and setting up the Microsoft Word Add-in, please read the full Microsoft Word Add-In support article.
Using the Microsoft Word Add-in
The BigChange Microsoft Word Add-in allows you to use Word's editing features and combine them with BigChange benefits. Insert BigChange Keywords directly into any document in Word, and then import it into BigChange.
The document will be imported as a PDF and is unsuitable for emails or SMS usage.
Inserting Keywords into a template document
Open a document in Word and select Insert from the ribbon.
Select Insert Template Keyword from the ribbon.
Move your cursor to the desired location within the template document.
Select Insert Keyword or Formula
Select the desired keyword.
Once selected, the keyword will appear within the text of the template document.
Formatting and Validating Keywords in a Template Document
Apply formatting to keywords (e.g. change text colour or font).
Whilst you can apply formatting to Keywords, you cannot change the text. Attempting to do so will cause the template to malfunction.
Validate the template to ensure there are no errors by selecting Validate Document in the Word Add-in.
Save your Word document as usual.
Importing and Using the Template
When imported into BigChange, the document will automatically populate with information from your BigChange system, using the keywords and formulas entered.
Conclusion
Creating templates in BigChange, whether using the Editor or the Microsoft Word Add-in, can significantly enhance your document management process. Follow the steps outlined in this guide to create and customise templates that meet your specific needs.
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