Understanding Style Templates and Sections Qvidian Proposal Automation (QPA) Best Practice

Transcription

1 Understanding Style Templates and Sections Qvidian Proposal Automation (QPA) Best Practice Elements that Affect Content To effectively implement and maintain QPA content, it is important to understand how Templates and Sections impact content when QPA builds documents. Style Templates Sections (used in Document Doc Types only) Style Templates QPA makes use of uploaded Microsoft Templates (*.dotx or *.potx file types) for several specific purposes. PowerPoint Templates (*.potx files) applies anything that can be defined in a Theme when building a presentation. Makes Layouts available across all PowerPoint content stored in QPA. Also provides the ability to redefine Layouts in QPA any where they are available or in use across all content stored in QPA. Word Template (*.dot files) makes Styles available across all Word content stored in QPA. Also provides the ability to redefine Styles in QPA anywhere they are available or in use across all content stored in QPA. Templates provide complete control and flexibility of formatting to all content stored in QPA. Content QPA content is basically the raw material that is used to build documents. For PowerPoint, content is stored, used in slides, or text. When a presentation is built, a design Template uploaded to QPA defines color schemes, text formatting, or anything that can be controlled by Layouts and Themes. For Word, content Styles are made available via the Templates (*.dot / dotx files). Eventhough Styles are available, Content Administrators are typically responsible for applying the appropriate Style for each unique formatting requirement. Once applied, changes to the Styles in the Template will affect all content where these Styles have been applied. Items Affected by Templates Static Text (flat text, dependent flat text and group item text for both MS Word and MS PowerPoint) RFP Q&As Slides Sections 1

2 Where to Add or Change Templates Library Add/edit text or slides Apply Styles Templates Add/edit Styles Define Styles Define title and slide masters Template Management and Style Development A common challenge for organizations is achieving consistent and professional formatting in proposals, RFP responses, sales presentations, and various business documents. QPA can assist in developing a thorough approach to Style development and Template management. To eliminate the manual formatting of text, maintain branded format consistency, and efficiently modify formatting, using Styles packages the formatting attributes you want to apply to one or multiple documents and presentations. Style Names: Each content record printing in a Word document is assigned a Style name. If a Style name is not applied, Word applies its Normal Style to all content. In a Style Template, you can create and modify Style names to control items such as font, point size, color, indentation, borders, bullets, etc. Templates Using Style Templates in QPA helps users build professional documents without spending lots of time learning about Styles and formatting content. For the Style Templates to reflect your company s branding standards, however, a degree of Template design and development work is required during your deployment. If you require assistance with setting up your Style Templates, Qvidian s Project Managers can provide guidance in configuring text Styles used in your approved Template(s). It is possible to design and load your primary Style Template at any point prior to testing the system, and we recommend performing this early in the process to ensure that content is properly formatted before it is stored in the database. Alternatively, you can use default Templates included within Qvidian. Defined processes follow. Marketing Involvement Marketing Departments typically establish branding standards such as colors, fonts, page Layouts, and corporate image use. At the onset of implementation, QPA provides a Style sheet containing numerous standard text Style names used in QPA Templates. The designated Template designer needs to assign Style definitions for each of these text Styles. The designer must also define table of contents Styles to define the appearance of the TOC. 2

3 Make sure branding decision-makers are aware of your Document Types and content and that they keep you in the loop as corporate standards change. In most large organizations, the Marketing department is involved early in the QPA implementation cycle to help define and refine the company s marketing message used in sales proposals and RFP responses. They often mandate or give advice on the branding standards reflected in the Style Templates used to create your Qvidian documents. Template Designer Primary role: create and maintain MS Word and MS PowerPoint Templates, load final Templates into QPA, and maintain Sections in the Library module. Recommended responsibilities and/or qualifications: Ensure QPA documents reflect corporate identity Extensive knowledge of QPA Extensive knowledge of Microsoft Office products Knowledge of Microsoft Word s AutoText entries, Style definitions, and image properties Knowledge of Microsoft PowerPoint s Master Slide Design and Layout knowledge Graphical design skills or access to graphic team Ongoing interaction with system architect and content administrators Template Development Once the Styles, Layouts, and Themes are defined, formatting characteristics need to be applied to the range of items in the Template (.potx &/or.dotx file). Recommendation: applying Style names and/or Layouts prior to loading content saves significant time when entering content into QPA. Although greatest efficiency gains will be with the RFP Q&A pairs, you can use these same Templates to apply advance styling to all other types of content prior to loading into QPA. Uploading Your Template into Qvidian When complete, your Style Template is ready to upload into QPA. This is performed in Architecting Templates. When possible, edit existing Style Templates without adding new ones and deleting old ones. Using this approach means you will not have to associate or secure the Template because the editing has already been performed. 3

4 Note: When building a document in Qvidian, a new Word document is created based on the Style Template selected. However, to build a document that correctly uses your defined Styles, Style names must be applied to all content stored in the database. Tip: Style names must be consistent with each Style Template you create. You can have unique Templates for different divisions or customer types. Where to Add or Change Library Add/edit text or slides Apply Styles Sections (Word only) Page Layout Headers & footers Section breaks Using Custom Style Templates You can use a Custom Style Template that you create. This will allow you to use a Template for more than just Styles. QPA attaches your Templates to the documents you edit and build so that you can modify Template functions such as: custom toolbars, macros, AutoText, etc. Key Points During server side Build, QPA attaches your Style Template using the original file name. During editing in Word and a Style Template is selected, QPA passes back the original name along with the ID and the Template is attached. QPA only detaches the Template if it is the QPA Code Template (i.e., downloaded via Qvidian MS Office Add- Ins). This allows the document to carry your attached Template between edits so you are not required to select the Template more than once. Each time a Template is attached, QPA also marks the document to update styles on open. The Template, however, is only attached when it isn't the QPA Code Template. How it works For build of a Word document: when you select a Style Template whose original file name matches a Template in your Word Templates folder, that Template should become attached to the document, and the Word toolbars will display where you can modify the Template and related functions. For Edit: when you select a Style Template, that Template will become attached to the document(s) to which you choose to apply the Template. The template will initially be attached from a temporary location, but Word will look for the Template in your Word Templates folder if the original is not present. 4

5 Implementation Notes You must have a copy of your Template in Word s templates folder. You can see this path in Word by going to File > Options > Advanced > Templates > File Locations. You access the path by selecting Modify. If you do not have a Template in the Templates folder with the same name as the original file name of the Style Template selected in QPA, then Word will not display its toolbars. If you cannot put your Qvidian template in the Word Startup folder, we must attach our code template to the document for you to use our toolbars. Since only one template can be attached at a time, these features are mutually exclusive. You cannot attach your own custom templates if you do not have the Qvidian template in your Word Startup folder. QPA does not distribute the Template to your templates folders, or update the local copy if it changes on the server. You will need copy/paste a template there if you want this functionality. QPA does not automatically attach your Style Template preference on Edit; however, once you have selected a Style Template for a Content Record, QPA attempts to preserve that selection. After saving a document with that Template attached, future edits and downloads of that content will preserve the template attachment. Word Specific Considerations Text Styles recommendations Define Style name font and printing characteristics used in your Style Template. As a good practice, use one Style for body text and a different Style for other types of text, such as headlines, headings, and subheadings. Apply appropriate line and paragraph spacing above/below Style names to remain consistent throughout the document. Considerations for professionally designed or elaborate Templates Qvidian s Word Style Templates can handle most formatting objectives; however, Word does have graphic design and desktop publishing limitations. If using professional designers to create your proposal Styles, inform them that these design elements need to be consistent with Word s capabilities. We recommend consulting with your Qvidian Project Manager before investing in elaborate design schemes or contracting an agency to create your Template format. 5

6 Word table of contents (TOC) and Style Templates When Word builds a table of contents, the headings and sub-headings included depend on the outline levels specified in the relevant Styles in the Style Template. To include content in the TOC (e.g., Section headings, primary headings, subheadings) the Style names must be formatted appropriately in the Style Template. To format TOC Style names, open the Template, go to Format Styles and Formatting, and select the Style to be included in TOC. Click Modify Paragraph Indents and Spacing Outline Level. Select Level 1, 2, 3 (the level the Style represents). Header and footer recommendations Define header and footer content and the area they print in the document. These decisions affect the way Document Types are constructed in Architect. The documents created in QPA are typically dynamic, meaning Sections can be optional or moveable. A best practice is to limit multiple header and footer use. Qvidian Project Managers can assist in constructing multiple headers and footers. Tailor a proposal s headers or footers to your client by including their name and/or logo. Page Layouts recommendations Page Layouts (margins and paper orientation) are defined in QPA Sections, directly in Document Types. The settings you require should be established early in the Style Template process. The indentation settings for each Style name are applied on top of the margin settings defined in the Section Breaks. For instance, a left-hand margin setting is 1.5 inches and a heading Style is out-dented.25 inches, the heading will be left-justified at the 1.25 inch mark on your page. We do not recommend mixing portrait and landscape view Sections in proposal documents as they can interrupt flow. When reformatting to one view (portrait or landscape), make sure content fits within established margin settings. Sections (used in Word doc types only) QPA makes use of uploaded Microsoft documents (*.doc file types) for a few specific purposes. Sections are only used for building Word documents in QPA. At least one Section will always be applied to each Document Type in QPA, but multiple Sections may be used. Sections are used for the following reasons: In a simple, single Section document, a Section defines all things related to page setup in Word such as: margins, gutters, Layout, different first page, orientation, # of columns, etc. When a Document Type is designed to build documents with multiple Sections, a Section can also be inserted for an appropriate Word Section break where and when needed. Just like a Word Section break, this accommodates changes in page settings, headers / footer, and/or page numbering. To avoid any confusion, please note that Sections do not have any direct impact on printing specific content built by QPA. Section is simply the function s name in QPA. 6

7 Items Affected by Sections Document details upon building (page setup in Word like: margins, gutters, Layout, different first page, orientation, # of columns etc.). Any document Section or Subsection upon building (page setup in Word like: margins, gutters, Layout, different first page, orientation, # of columns etc.) PowerPoint-Specific Considerations Slide master Each PowerPoint Template (.potx) should only have one Slide Master. More than one Slide Master can create conflicts during Qvidian s build process. Slide Layouts Each PowerPoint Template (.potx) should have as many uniquely named Layouts as you have unique Layouts in your slide content. A Layout is to a slide what a Style is to a paragraph in Word. Themes Each PowerPoint Template (.potx) can have any number of Themes, but only one Theme should be applied to the Slide Master in the Template. Use placeholders not text boxes For content that has something unique or one off, avoid the use of text boxes. Instead, use placeholders to control the position of items. Text boxes will not remain where you locate them, but placeholders will. 7