Working with Templates in AM System

Preparations

Before you begin, it's important to ensure you have the necessary permissions. Managing templates requires the profile setting Edit and publish templates.

Working with templates

Creating a New Template

1. Navigate to Documents » My Documents and select Create new document. (If you already have a draft of a document that has never been published, you can use that draft as a template. Then navigate to the draft and skip to step 4.)

2. Choose between a text document, layout document, or create a bundle where you can include both text and layout documents depending on your needs.

3. Create the content for your template.

4. Once you are satisfied with the content, select Publish from the menu, but instead of publishing the document, choose the "Template" tab on the left column (A).

5. Here, you can name the template (B), select who will have access to it (C), and decide if the template should be revised (D). You can also set pre-filled publishing settings (E) such as the default category and Approver for documents created with the template.

6. Publish the template by selecting Publish template in the internal template library (F). The template will then be available to all users with access to it.

Edit an existing template

1. Navigate to Documents » My Documents and select Create new document.

2. Go to the Internal template library tab, choose the desired template, and click on Edit this template.Create a new edition and make your changes.

3. Select Publish from the menu. Make any changes under prefilled publishing settings and choose Publish Template in internal template library.

Archive a Template

1. Navigate to Documents » My Documents and select Create new document.

2. Go to the Internal template library tab, choose the desired template, and click on Edit this template.

3. Archive the template by selecting Archive from the menu.

Create a document from a template

There are two ways for users to create a new document based on a template in AM System. Users can either manually select a template from the Internal Template Library (1), or administrators and content managers can embed direct links to document templates within both text and layout documents (2).

1. Create a document from any template

1. Navigate to Documents » My Documents and select Create new document.

2. Go to the Internal template library tab, choose the desired template, and click on Use this template. Tip: Under the AM System template library tab, you’ll find sample process maps and text documents that you are free to use for reference and inspiration.

2. Link to a specific template from a text or layout document

By embedding links to specific templates in text or layout documents, users can generate new documents from the correct template directly within the workflow. This streamlines the process, reduces the risk of errors, and ensures the right structure and content are applied from the start.

1. Create a new document or navigate to an existing one. If no draft version exists, start a new draft.
2. Select the element you want to link to the template. This can be text or an image in a text document, or text, image, or another object in a layout document.. 
3. If you are working in a text document, select Insert Link. In a layout document, choose Edit Link. Then, select the option to Create new document from template.
   
   
4. Click Select to open the template selector. Choose Internal Template Library if you want to link to one of your organization’s templates. Select the appropriate template and confirm by clicking Use this template. Tip: You can also create a link to a document in AM System’s template library or to a new blank document.
5. Click OK, then save and publish the draft.

Related Content:

• User Permissions for Documents via Profile