Create the template type and the templ;ate in Template Maintenance
On the Ribbon, click Options and then click Document Manager.
Click Template Maintenance then create:
The Template Type (if required) and click Save and Close.
Click ✚ New template.
A window will appear. Add a template name under general details.
Click Save.
Click template assignment and assign the template to the users you want to have access to it by clicking edit.
Click Save and Close.
Link the Documents to a Placement
On the Ribbon, click Options and then click Document Manager.
Click Placement Activity Setup.
In the Defined Activities tab, click New Activity. The Placement Activity Properties screen opens:
The Placement Activity Properties screen can also be accessed on a placement on the Documentation tab, by selecting an activity and clicking Activity Properties. Use the screen to create or edit the placement activity.
In the Description field, type in a name for the document.
To the right of Template Based On, click the browse button and select the template type the document is saved in.
To the right of Always Use this Template, click the browse button and choose the document:
If the user is to pick a document from a selection that you have saved under the same selected template type in Template Maintenance, do not select a document here, leave the box blank. Then when the user goes to create the placement document in the Documentation tab, they be asked which one to generate on the placement.
Leave the Template Owner field blank if the document is global. If the document to appear on a placement has been linked to a record in their Stored documents click in the Template Owner field and choose from Applicant, Client or Contact.
In Send Finished Doc To, select the record type who the document is to be sent to:
In this section, it can also be set up to send the document to a person who is not on the database, such as your internal Accounts person. You click the + button and add their title and email address, you can add multiple notify email addresses by separating them with a semi-colon. Then click the browse button and pick the person.
Select the Default Transport i.e. how the document will be issued. Select either E-mail or Letter (do not pick the Fax or SMS option as these are not currently available send options on a placement).
To set the document with a Complete status, i.e. when the user assigns a specific status on the placement, the document will be automatically marked as completed on the placement, click into the drop-down list and choose a status.
The section If the template has been created against a placement with the same ……… then link the new activity to the previous document, is used for documents that only need to be created once. For example, with a temp placement, you may create a next of kin form for the temp to complete. Then when you place the temp again, you do not want to re-create the blank next of kin form. By selecting Applicant from the drop-down list, the database will copy any applicant documents from the first placement record over to the new placement record i.e. it will copy over the next of kin form (with its current document status if used).
In the Notify Consultant on Completion box, tick the box if an internal message is to appear on the placement consultant's screen when the document is marked as complete.
Click Save and close.
Link the document to the appropriate placement type i.e. perm, contract or temp (Paye/Ltd Co)
On the Ribbon, click Options and then click Document Manager.
Click Placement Activity Setup.
Select the Placement-Activity Setup tab.
Click into the View/Edit the set up for placement type drop-down list and select the placement type. If contract or temp, also select if the document is for Paye/Ltd Co, etc.
Click the Add Activity button and select the document. Keep the Default column ticked if the document is to be added to the placement when the users click the Create Default Activity button to generate the placement documents in one go. If you do not tick the Default column, the document/s can only be generated by using the Add an Activity button:
In this screen, you can also specify the list order for the documents by assigning a Sequence number (i.e. 1 would be at the top, 2 would be second in the list..) Do this by selecting the document and clicking Modify Sequence.
If you want to stop a document being generated on a placement, use the Remove option to remove it from this Activity screen.
Close Placement Activity Set Up.
Add an Activity (where no Document is to be generated, e.g. a task to Inform Accounts).
On the Ribbon, click Options and then click Document Manager.
Click Placement Activities Set up and then click New Activity.
Add the task as a name in the Description field, for example, 'Inform Accounts of placement'.
Move to the Complete Status field and choose a status from the drop-down list.
Click Save and Close.