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MetaShare Help - Admin Manual

    How to manage MetaShare’s document templates

    By allowing users to create documents from document templates you ensure that your organisation's documents comply to the organisation's graphical profile, that they get a consistent look and feel and that they contain the right content. By configuring MetaShare to also show suggested document templates, it becomes very easy for the end users to create new documents. By creating documents from MetaShare you also ensure that your documents are stored in SharePoint, from the beginning of the document's life cycle, instead of them ending up in the end users' desktops.

    These are things you need to do to configure MetaShare to manage document templates:

    1. Creating a document template library for MetaShare's document templates and defining the path to this document library in MetaShare (see requirements and instructions on this page).
    2. Uploading the document templates to this document library.
    3. Optionally you can configuring suggested templates for different document types, by following these instructions.

    1 - How to upload the document templates to the template library

    Document templates need to be uploaded to the document templates' library. The easiest way to access the library is by clicking on the "Manage document templates" button in MetaShare’s general settings:

    If no library is defined in the "Document template library" field, and therefore not being able to click on the "Manage document templates" button, it's probably because no library has yet been created. Click here to see how to create and define the document templates' library.

    Templates are uploaded to the document templates' library by any of these methods:

    1. Choosing any of the functions, "New" or "Upload", in the document templates library's Ribbon.
    2. Drag and drop documents from your File Explorer to the library.

    Document templates can either be added to the library's root folder (the normal use case) or they are added to sub-folders. If the templates reside in sub-folders, specific permissions can be set on the the folders and then all documents in that folder will inherit the permissions of the folder. If users do not have access to a specific folder they will not be able to create documents based on templates that are stored located in the folder. This is a way to minimize the amount of templates shown to the users, based on what type of documents they should be able to create.

    Templates in the library can be of the following types:

    1. Template-files from Word, PowerPoint and Excel, with these file-extensions:
      1. dotx (new documents will get the extension of docx)
      2. potx (new documents will get the extension of pptx)
      3. xltx (new documents will get the extension of xlsx)
    2. Regular documents of any other extension (new documents will get the same extension as the templates have).

    2 - How to manage the document templates

    Use cases when working with document templates in the the template library are:
    1. Adding new document templates:
      1. Upload the new documents to the library and give them meaningful names.
      2. The new document templates now need to be assigned to one or several document types in the document types maintenance list (see section 3 further down in these instructions).
    2. Update existing document templates using any of these methods (in both cases the updated templates will be available directly, without any delay or further actions):
      1. Upload updated documents to the library (see to it that they have exactly the same file-names as the templates you want to replace).
      2. Open the document templates from the document library, edit them and save them.
    3. Remove document templates:
      1. Mark the document templates and deleted them.
      2. The cached document types to use now needs to be updated by updating the effected workspace categories.

    Note:

    1. The document template's "Title" field is copied when creating a document from template. The recommendation is therefore to empty this field. This can be done by:
      1. For Office documents:
        1. Click on the document's "File" tab
        2. Select "Info", on the left navigation
        3. Clear the "Title" property, under the "Properties" section:

      2. For other document-types you can clear the corresponding "Title" column from SharePoint (if the Title columns is hidden, make it first optional or mandatory).
    2. The person that created an Office document is added to the document's "Authors" field. This field is also copied when creating new documents from the template. The recommendation is therefore to also empty this field. This is done by:
      1. Click on the document's "File" tab
      2. Select "Info", on the left navigation
      3. Under the "Related People" section, select the author you want to delete and select the "Remove Person" option: