Before creating your first template, there are a few things that need to be completed first.
Once you have a lot of pages and templates, it can be hard to keep them all organised. Categories allow you to keep everything organised, and makes finding the right page to include in a template much quicker.
ZenContract comes with four categories by default: All, Contract, Proposal, Quote. These cannot be edited or deleted, but you can add your own (and as many as you like).
Categories can be edited in the menu by going to Templates & Pages > Categories > View Categories.
Headers and Footers
ZenContract comes with a default header and a default footer. You can specify as many as you need, and these are applied in your template across all the pages (you can also opt to have no headers and footers).
Headers can be edited in the top menu by going to Templates & Pages > Template Headers & Footers.
These are specific pieces of information that either the user needs to fill in when creating a document or a customer needs to complete when signing off a document. You can also specify a private prompt which only you can see in your list. As soon as this is added to a document, it will appear to other users.
Prompts can be edited in the menu by going to Templates & Pages > Prompts > View Prompts.
Creating your first template
To create a new template, in the menu, click Templates & Pages > Create New Template. This will start the new template wizard.
Specify a template name, and the category then click Create Template.
There are a few ways to add pages to the template. You can either create a new page from the wizard, or add a page that already exists in your library.
Adding a new page
Under Pages, click Create a New Page for this Template. Once you’ve finished creating a new page, the wizard will return you to the template.
Adding an existing page from the your library
Under Page Options (on the right) click Add Page to Template. You can either search for a page by it’s name, or find a page from the list of categories. Once you’ve found the page you want to add, click on it, and it’ll drop into the pages list for the template.
At any stage, if you want to see what your template looks like, in the top right click Preview Template. The system will enter some test data so you can see what it looks like.
Changing the order of the pages
To change the order in which the pages appear, click and drag the pages in the page panel. The only pages that cannot be moved are cover pages or contents pages. The cover page must be the first page, and the contents page will be the second page.
Changing the name of the template or the category
To change either the name of the template or the category it is in, click Show More Page Options.
In advanced settings, you can switch page numbers on/off for the template, as well as specify a header and footer (or no header/footer).
With each page, under Document Template Pages Settings, each page can be set to read only. Read only means that nothing in those pages can be edited by the user when they create a document from the template (for example, your standard terms and conditions).
If you have a page which needs to be editable (like a cover letter), switch read only off for that page.
Workflow rules set the different options that are unique to this template, which include:
- Dashboard accept button - this can be switched on/off for a customer, plus you can change the text on the button that the customer has to click to accept the document. If this option is switched off, customers won’t be able to accept the document (ie, it could be a technical document, that is just for their information and doesn’t require sign off).
- Template visible to - templates can be visible to all users, a particular user or a group of users
- Who can sign off this templates branding - this specifies whether this template always needs to be approved, or approval is not required. A user must belong to a user group that also has the branding sign off required option set.
- Who can sign off templates branding - this specifies the user group who can sign off this template
- Terms and conditions link - this is shown to the customers who has to agree to it before they can accept any documents. It should be a link on your public website.
- Auto reference number - documents can be given an auto-incrementing number which will be unique to that document. You can prefix the template (such as PRO- for proposals) and also specific what number the reference number sequence begins with
- Email content - this is the email that is sent out to the customer for approval of the document. The user can change this before the document is sent to the customer.