Using DocumentManager - Data File Templates

Insert Data File Template

One of the unique features of DocumentManager is the ability to insert data file templates into a folder. The term "data file template" refers to a standard file you may wish to insert as a copy into DocumentManager. For example, you can easily insert a pre-formatted business mileage tracking Excel spreadsheet into a folder. The newly created file becomes available for edit, while the contents of the file template remain intact.

You can insert a data file template into a folder in one of two ways:

Select the template from the drop down menu on the New Item toolbar button.
Select the template from the right-click menu (Select New and the selected file template).

A collection of data file templates is available when you create your PortalsXpress account. To insert a new data file template into the current folder, do the following:

Click the New Item toolbar button.
Select the item you wish to insert (e.g., Microsoft Word Document).
The Item Properties dialog will appear. Name the file and provide any related search terms that you wish to attach to the file.

Since the data file templates are created in an external program and used in DocumentManager, anyone in your office can add, edit, or delete data file templates from the list of templates.

Editing the Data File Templates

To edit the list of Data File Templates in DocumentManager, simply right click in any open space of the right pane of DocumentManager. Select "New/Edit" to display the "Add New Data File" dialog. You can use this screen to remove and insert any other files for your account. For example, you may have a fax cover sheet that is frequently used in your organization. Simply insert the document file using the same skills you use throughout DocumentManager. When you're done, the Data File Template list will be updated to include the latest changes.

Document Manager Users Guide