Creating a New Document
After a document template is configured, it is possible to create new documents to be filled by information of a specific table record.
To create a new document:
Click the Setup link in the top right corner of the window.
Select a table you need.
From the setup menu select Documents > Create a new document:
General |
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Option |
Description |
Name |
Enter a name of a new document. Note that the text entered in this field will be used as a caption of a document button in the user mode of TeamDesk. |
Notes |
Enter the common information of a new document. |
Location |
The Location property specifies whether the button will be located on a record's preview page or along with the View/Edit/Delete buttons that are selected in the Table View advanced options or in either places. Furthermore, you can select the Multi-Record or Preview Page and Multi-Record button to render multi-record documents. Also, the Hidden option can be chosen, when a document button should be excluded from the user interface, but this document can be called via Navigate action or Formula-URL. |
Icon |
This option allows to select icons for document buttons. You have a choice of 900+ icons covering various subjects – actions, brands, file types, symbols, animals and a lot more. The Search box above will help you to narrow down the list of choices.
The icon will appear to the left of the button text: Moreover, you can activate the Hide text option, if the document name should be hidden in the User mode. If buttons are collapsed together into a dropdown menu, the icons appear to the left of the menu item’s text:
Please note, that if more than one document with icon is included into a category the Hide text option cannot be applied. |
Category |
When a document is created, there is a button displayed on a view form. This button allows to generate the document. The Category property allows to group document buttons in a drop list, as a result, the form does not look cluttered. If category is not set, the item is rendered as a push button named after the item. If category is set for a single item it is rendered as a push button, but named after category rather than item. If category is set and shared between multiple items they are rendered as a dropdown button named after category with items forming a menu.
Please note that documents’ buttons and custom buttons are processed separately; their categories are not shared. |
Highlight Color |
Select a color to highlight the document button on a form or/and in a view. When the button is displayed alone, its background matches selected color. When the button collapses into submenu, menu item’s background uses desaturated version of the color – just like active/inactive tabs do.
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Template |
In the Template field select a document template based on which a document should be generated. If a template has not been specified, TeamDesk will generate a new template (a new template will be identical to the one created when a user clicks the Generate document template link). |
Output Format |
You can choose between two output formats: Microsoft Word or PDF. As a result, the output will be displayed as the docx or the pdf file. This setting is also respected when sending document via workflow email actions. |
Roles |
This property allows you to restrict the access to a document to a selected set of roles. A document button will not be shown to users with such roles. |
Views |
If it is needed, the Views property allows you to restrict the access to the document button to a selected set of views. |
Matching options |
|
Option |
Description |
Filter |
The Matching section is intended to set the filter criteria for the records that will include a document button that allows generating a document. |
If you generate a Multi-Record document, File Name formulas should NOT refer to any columns, otherwise such formulas will be ignored. This approach is applied only for Multi-Record documents.
Advanced options |
|
Option |
Description |
File Name |
Check the Custom Formula checkbox to specify formula for document file name on document setup screen. For example:
For the Multi-Record Documents you can use only file-name formulas which do not refer to any column. For instance:
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Click the Save button to save changes.
When a new document has been created in the Setup mode, you will be able to make documents for table records in the user mode of the TeamDesk system.