How to create a template

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There are 2 options to choose from when creating a template, the template editor and the BigChange Microsoft Word Add-In. The former is perfect for simple templates, such as alerts or ones with only basic branding requirements or where a pdf would not be suitable.

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For more complex requirements and for amplified branding needs, the Word Add-In may be a more suitable choice but the resulting document is only available as a pdf.

Once you have familiarised yourself with what both options can achieve, you will instinctively know which option is best for each template you create.

How to Create a Template Using the Editor

A Step-by-step guide (Steps 1-5)

Step 1:  Once you have logged in to the site, navigate to the Administration section ([Top menu]Profile (icon)Admin Settings). A link to ‘Templates’ is given at the bottom of the ‘Quick Links’ section, but you can also find ‘Templates’ by clicking on the ‘Account’ side menu and choosing ‘Templates’:

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Step 2: You now have the option to: (1) Create a brand new Template by clicking Add; (2) Search for an existing Template category by clicking Usage, eg Financial document; (3) Search for a specific word/name to use or adapt an earlier template:

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Step 3: Clicking ‘Add’ will bring up a pop-up menu entitled Edit template.  Populate it by adding:

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      1. A Name for your template, e.g. “Job confirmation email”.
      2. Decide whether the template will be created here in the BigChange editor or in the BigChange Word Add-in and then imported.
      3. A default PDF name will be created but here you have the option to change the file name using free text and keywords.
      4. An Email subject.
      5. The Body of the email. See below for points for options/instructions on how to format the content.

You will also have other options to further customise the look of your template:

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      1. Orientation - Portrait/Landscape
      2. Margins –When creating or editing templates, you can specify what size you would like the margins to be. This means that when you print/PDF a document using a template, the sizes of the margins are set by you.  By default, margins are all set at 1.25cm.  To edit this, simply open an existing template (or create a new one) and below the ‘Name’ box, you will see boxes allowing you to specify the size of the top, bottom, left and right margins. For further information, you may find it useful to read this article.
      3. Headers and Footers - these are explained in detail below
      4. Table – An easy way to insert a basic table.
      5. Horizontal line – Click here or press Ctrl+enter to insert a horizontal line into your template.
      6. Insert page break – Easily insert a page break using this button.
      7. Link – Clicking this button will bring up a small pop-up, where you can choose what text and what URL you want for a link within your template.
      8. Picture – You can add pictures/images into your template using this button; you will be asked to type in the URL of the image and then click ‘Insert Image’. To find your 
      9. Code view – This allows you to view (& edit) the template’s HTML code. More on this below.
      10. Save – Don’t forget to click save before exiting the template pop-up!

NB You can also set the image width by using Keywords: When adding a Worksheet question involving a photo, which allows you to amend the width of the image in cm. The height will be configured automatically, to maintain the image ratio.

  • Navigate: [Top menu]Profile (icon) Admin Settings[Quick links menu] General account Settings → [side menu] Templates → Select Add/Edit → Insert Keyword → [tab] Jobs → [sub menu] Worksheet question

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Once you are satisfied with your template, click to Save.

Step 4: The ‘Usage’ tab.

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In order for your newly created template to appear in the list of available templates across the site, you must have attributed a usage to it in the ‘Usage’ tab, ie, you need to tell the system what the template will be used for:  jobcard, confirmation email, etc. Select the Template you just created from the list view and press 'Edit' to reopen it. 

Click on the ‘Usage’ tab in the top right corner of the template’s pop-up and ‘+Add’ as many usages as are required for the template. The full list of options is shown below:

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When adding certain usage types,  such as Jobcards or Financial documents, you will be asked for additional detail to allow for more granular control.

For example, you might want to send different job confirmation messages to a customer depending on what type of job is being performed.

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Step 5: Finally, click Save. Your template will now be available across the site, wherever the applied usage is appropriate.

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Creating a Template using the BigChange Microsoft Word Add-in

For information on downloading and setting up, please read the full BigChange Microsoft Add-In article.

The BigChange Microsoft Word Add-in allows you to take full advantage of Word's comprehensive suite of editing features, eg watermarks, embedded images, tables and combine them with the benefits of JobWatch.

The Add-in allows you to simply insert BigChange Keywords directly into any document in Word and then import the document into JobWatch. Your new document will behave as though it were created in JobWatch, with all the mail-merge type benefits you are used to having.

However, please be aware that it will be imported for use as a PDF and is therefore unsuitable for emails or SMS usage.

For example, you could use a ready-made Word invoice template and include JobWatch Keywords such as 'Contact Name' and 'Reference Number'.  To do this, open an Invoice template in Word and select Insert from the ribbon.

You will now see the BigChange Add-in:

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Click on the Add-in and choose Insert Keyword or Formula:

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Now move your cursor to the desired location within the template, (1) click to position or highlight it if there is existing text and (2) select the desired Keyword from the menu:  

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The Keyword will now have appeared within the text as:

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Please note that whilst you can apply formatting to them,  ie change the text colour or font, you cannot change the text of Keywords. Attempting to do so will cause the template to malfunction.

After you have added all the desired Keywords, it will look something like this:

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 Next, validate the Template to ensure that there are no errors:

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Now save your document, as usual. When this is imported into JobWatch and a Financial Document is generated, it will automatically pull through the correct information from your CRM.