Add a document template

You add document templates which serve as a basis for the documents you submit.

To add a document template:

  1. Open Profit.
  2. Go to: General / In & OutSite / Document template.
  3. Click on: New.
  4. Enter the description.
  5. Enter the plural description.

    Each of the two descriptions must be unique. The plural description is used for the overview that goes with the document template.

  6. Select a value for Based on.

    Here, you select a document template whose configuration you want to copy.

  7. Select a value for Portal type. Here, you indicate whether you want to submit the document in InSite, OutSite or both.

    You can only select a value here if the document template is based on the Default document (Profit).

  8. Click on: Finish.

    You open the properties of the document template.

  9. Select a value for Responses.

    You use this field to indicate whether responses to the document may be submitted and, if so, via which portal. If you indicate here that responses can be submitted via InSite and you have selected OutSite as the portal type, a message appears.

    Note:

    If you select the Basic type, you can only select authorised InSite users as authors. You would not want to do this for OutSite pages, but you would, for instance, for a 'Message to all employees' document template.

  10. Select a value for Workflow if you want to link the document to a workflow.
  11. Select the Maintain versions check box if you want to create new versions of the document. The most recent version of the document is always shown. You can open earlier versions from that document.

    You select this check box for a consultation report, for instance. You cannot select this check box in document templates for documents in which Profit information is used, such as Course (Profit) and Vacancies (Profit).

  12. Select the One active document max. check box if you only want to show one document for a template.
  13. Select the Features mandatory for documents check box if you want these features to be entered when adding the document.
  14. Click on: OK.

    You can now add features to the document template.

Content
Description

If you add a document template, you specify who is allowed to write documents based on this template and who can (or must) read it. You also specify whether the document must be published on InSite and/or OutSite.

You can use features so that you can easily filter on a specific document template, for instance.

There are documents you submit once only, but there are also documents you continuously update, such as the personnel handbook. For these kinds of documents, you work with version management.

In addition, you need to consider whether the document needs to be reviewed, for instance by a manager, before being published. In that case, you link a workflow to the document template.

Outline overview of a adding a document template:

Procedure