Print

Add a Document Template

Select the link below to open an eLearning module on how to add a Document Template.

The eLearning module will open in a new internet window.
- How to add a Document Template (duration = 15 minutes)

To add a document template onto eCase, follow the steps below.

1. Sign into eCase. Refer to the How to Sign into eCase section.
2. Select the eCase More menu, then select Document Templates in the Settings menu.
   
   The Document Templates screen appears where you can add, edit or preview a document to check the details on the document are correct. At the top of the screen are the filter fields. Below is an alphabetical list of all active document templates. The filter fields allow you to reduce the list. Multiple filters can be used.
   
   Prior to adding a document template to eCase, you will need to create your document with mail merge fields and save it in Microsoft Word (.docx), Open Document Text (.odt) or Rich Text Format (.rft). Use the See all available mail merge fields link to find the relevant mail merge fields and copy the field into your document. Refer to the Create a document template with mail merge fields help page.
3. Once you have your document template, select the Add a new Document Template button. The Create a document template pop up window appears.
4. Place your cursor in the Name field and enter the name of the template. This will be seen internally and should describe the template so that you case owners can choose between templates if more than one is available.
5. Optional: add in a Description of the document that could include when the document should be used, by whom, and if there are any recommendations on entering information onto the document. The description will appear with the template and will provide valuable information to the user.
6. Optional: Ministers will be used to identify document templates for ministerial correspondence and parliamentary questions. From the drop-down, select which responding minister the document is for. One or more ministers can be selected.
7. Optional: From the drop down Case Types list, select which Case Type the document template is for. If the template is available for all case types, leave this field blank. You can select one or more case types.
   
8. The Document Types field is mandatory. Use the drop-down to select which area of the case this template will be suggested.
   
9. Optional: The document template can be made available to all teams, or to specific teams, for example if a team has their own headers, or contact details. In the Teams field, select from the drop down list to restrict the use of this template to the teams chosen. If no teams are selected, the document template will be available to all teams.
10. In the Template Type field, choose either the Normal template or the Pro forma template. Mail merge fields can be used for both templates, however, the Pro forma template will be mail merged automatically for the case type it is associated to, and added to the Documents section for that case as a Response document. The Pro forma template is useful if you have a standard response to a particular request, or if you would like to send out the document as part of a contribution request.
11. To upload the template, select the Choose a file link to select the file from its saved location, or drag and drop the file over the Template document area. The file will automatically upload and will show below the Template document section with a Delete link.
    
    NOTE If you would like to upload a new version of the document template, select the Delete link. The existing template will be deleted and the Choose a file or drag and drop files here box will show.
12. Review your document template by selecting the Download Preview link. All mail merge fields will show with example data. This indicates that the mail merge field added is correct and will pull the associated information from the relevant case field. If the mail merge does not have the example data, review and update the mail merge field on your document template, then replace the existing document on the New Document Template screen.
13. To save the document template, select the Create button. The document template will be created and you will be taken back to the Document Templates screen with a message stating that your changes have been saved.