How to create a template

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.

Does your navigation menu bar look like this?  Read our Support article about changes we are making, New BigChange Navigation Bar.

Creating a Template Using the Editor

Accessing Templates

• Navigate to the Administration section: [Top menu] Profile (icon) → Admin Settings.
• Find "Templates" at the bottom of the "Quick Links" section, or via the "Account" side menu.

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

1. Orientation: Choose Portrait or Landscape.
2. Margins: Set the size of the margins (default is 1.25cm).
3. Header: Edit as needed.
4. Table: Insert a basic table.
5. Horizontal line: Select to insert a horizontal line, or press the "Ctrl+Enter" keys on a keyboard to insert.
6. Insert page break: Easily insert a page break.
7. Link: Add text and URL for a link.
8. Picture: Add images by typing the URL and selecting "Insert Image’.
9. Code view: View and edit the template’s HTML code.
10. 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.

________________________________________________________________________

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.