Set Document As File Template — Extended Exercises

Basic Data Setup

Creating a Document Class

Purpose: The purpose of this exercise is to create a new document class to which the document file template will belong.

Windows:
Document Basic/Document Classes

  1. Open the Document Basic window the Navigator and click the Document Classes tab.
  2. Create a new row (F5).
  3. Call your new class XXLETTER (where XX is your initials) and enter a short description (e.g., Letters).
  4. Save the new class (F12).

 General exercise for Document Basic 

Main Exercises

Purpose: The purpose of this lesson is to create a new document that will be used as a template for other new documents of the same document class.

Windows:
Document Titles
Document Revision

Creating a Template File

  1. Open the Document Titles window from the Navigator.
  2. Create a new row (F5) and enter the following information:
Document Class Title Object 
Connection		 View Copy
XXLETTER
(where XX is your initials)		 LETTER TEMPLATE Optional Optional
  1. Save the new title (F12).
  2. Select the new title record and right-click and click Document Revision.
  3. The Document Revision window opens, populated with the first revision of your new document.
  4. Click Edit.
  5. Select MS Word in the Choose Document Application window.
  6. If the Choose Macro window opens, click Skip Macro.
  7. Microsoft Word is opened, displaying a blank document.
  8. Enter the following text into the document:
    Name:                                            Date:
    Address:
    City:
    Tel no:                                         Letter from:
  9. Save the document by selecting Save from the File menu.
  10. Close Microsoft Word.
  11. Check in the document by clicking Check In in the Document Revision window.

Setting the Document File as a File Template

A document file template is a document revision that has an attached file that has been registered in the EDM Basic/Document File Template tab. Each template is defined for a specific document class, a language, and a format. This means that you can have separate templates for each language and format of a class. You can also create general template files by entering * for the language or format. These are then used if no template exists for a specified language and format. It is recommended that you always use a template.

  1. Open the Document Revision window and query for the document created above.
  2. Verify that the Language field is set to English and the Format field is empty.
  3. Right-click, point to File Operations, and then click Set As Doc File Template.

Result: The document file will now function as a template for new documents created with the same document class (XXLETTER) and language (English). The template will be valid for all formats, since we left the Format field empty.

Editing Document File Template Data

/EDM Basic/Document File Template window.

  1. /EDM Basic window from the Navigator and click the Document File Template tab.
  2. Populate the window (F2).
  3. In the Document Class list, select XXLETTER (where XX is your initials). The document revision that you created above should be displayed in the table.
  4. Enter a short description of your template in the Document File Template Description field (e.g. English Letter Template).
  5. Save the new information (F12).

Note: You can have several document file templates per document class, one for each combination of language and format.