A document template is a .docx or .xlsx file that contains a certain set of variables. The values of these variables are automatically filled in with the data used in the process. You can upload document templates and use them in business processes to create contracts, agreements, reports, and other documents.
As a result, you have a document that includes, for example, the contractor's name, contract signing date, and the contract's price. Templates make document management faster and allow you to avoid human mistakes, for example, writing incorrect banking details.
Adding a template
Please note that templates added to a workspace or an app can only be used in business processes created in the same workspace and app.
To create a Company template, go to Administration and select Document templates in the menu.
To create a template in a Workspace of an App, open their menu and click Document templates.
You will see a page with the list of available templates. To add a new one, click +template.
Only users included in the Administrators group can add and edit templates.
The Create document template window will open. In the Name field, enter the name of the template as you want it to be shown in the list and add the template's file to the File field.
The template file must contain variables that will later store the data from the process.
You can learn about the variables and functions used in templates in the Template Syntax article.
As an example, let's add a template of an equipment purchase contract to be used in the Sales workspace. The template must include the contractor's name, the equipment type, and the signing date.
Create the contract in a text editor and add corresponding variables.
Save the contract to your computer and add it to the Sales workspace.
When you upload the template, ELMA365 extracts the variables and displays them on a form where you can assign a specific data type to each variable.
If you leave this field empty, then later in a business process you will be able to specify any type. If you select a specific type now, you will not be able to change it in the process.
After having specified the data types for your variables, click Save. Now you can use this template in a process, for example, in the "Fulfill purchase order" business process.
You can read more about using document templates in business processes in the Generate from Template article.
Editing a template
You can edit a template after it had been uploaded to ELMA365. You can modify the template's name, replace the file and change the assigned variable types. To do that, click on the template's name in the list.
A window featuring two tabs will open: Main and Variables.
In the Main tab, you can change the template's name, view the file content, delete it and upload a new file.
To view the file's content, click on its name. Please note that the document will be available for reading only.
To delete the file, click the recycle bin icon to the right of its name. The file will be deleted and you will be able to add a new one in the same field.
If the variables have been changed in the new file, the system will show you a notification.
Once you close it, you will see the Variables tab showing a list of all added and deleted variables.
In this tab, you can specify the data type for the new variables and change the data types of the old variables.
Click Save to apply changes to your template.
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