Templates
      Back to home
      1. Help Center
      2. User Guide
      3. Templates

      Select Document Layout

      Contents

      • Overview
      • Pre-conditions
      • Steps
      • Notes

      Overview

      Metadata fields are grouped into screens (metadata field filters and determinants of which included fields are editable as well as required), and the way to select which screen is displayed to the document users on Policy Management as well as the document viewers on Policy Portal is by setting the document layouts.

      There are 2 sets of document layouts that can be viewed and managed for both documents* and templates:

        • Document Actions*:
          1. On Creation (for documents created/uploaded from templates)
          2. Move to Draft
          3. Move to Custom Stage
          4. Move to Release
        • Document stages*:
          1. On Stage: Draft
          2. On Stage: Release*
          3. On Stage: Custom stages (that users created in Templates)
          4. Published on Portal

      1.6 Screens for stages

      Pre-conditions

      • Document/Template Level Permission: 'Owner'.

      Steps

      Select Document Layout (Within Document):

      1. Click on the File from the menu bar.
      2. Select Document settings.
      3. Switch to the Layouts tab.
      4. (Optional): Add layouts by clicking on Add Layout.
      5. Select for any layout(s) their screen.
        1. Use the search engine to quickly find the correct screen as well as view any screen's description.
      6. Press Save.

      Select Document Layout (From Dashboard):

      1. Find the document/template on the dashboard.
      2. Point to the document/template name.
      3. Click on the three dot icon on the far right to access the document/template actions menu.
      4. Select Settings.
      5. Switch to the Layouts tab.
      6. (Optional): Add layouts by clicking on Add Layout.
      7. Select for any layout(s) their screen.
        1. Use the search engine to quickly find the correct screen as well as view any screen's description.
      8. Press Save.

      Supplementary Information

      Automations

      Automations is a feature that uses triggers to automatically execute actions, allowing for workflows to be further streamlined.

      1 of the available triggers is metadata date fields, which is related to layouts.

      Screens (containers of metadata fields and by that extension date fields) are selectable for layouts, meaning that metadata date fields can be included in a screen, and that screen can be selected by a document layout.

      Essentially, making a metadata field available in a screen and ultimately a document layout can ensure that it gets filled out, which as it relates to automations can make the applicable automations get triggered and thereby executing their set actions.

      Aligning with template owners who have access to automations is key to ensuring workflows are streamlined as best as possible.

      Notes

      • If the document has an attached template, then that template's layouts are inherited by the document.
        • So, in order for the document to change its layouts, the attached template's layouts need to be changed.
          • Consideration has to be made for all other associated documents of the template, as they too would have their layouts changed accordingly. 
          • To have the template's layouts changed, contact an owner of the attached template as they will be able to choose different template layouts.
            You can view who the owners are by going into the Document Settings (under File menu), and while in the General tab, scrolling down to the attached template section, as that lists the owners.
      • The screen used for the Default Layout will be the default screen for any stage/state layout that doesn't have a screen specified for it.
        • If no screen is selected for this layout, all metadata document fields will show for this layout and consequently other layouts that haven't specified a screen.
      • If the document was created from another document, then the originating document's layout configurations will be copied in.
      • Every time an amendment is made to a specific layout, that amendment is reflected into the exports when the exports are run while in the stage selected by the specific layout.
        • An amendment is:
          • Change of which screen is used.
          • Change of what fields are included/excluded in the screen.
          • Change of the value(s) in 1 or more metadata field(s) in the screen.
      • If a document metadata field has its Document entity type revoked, the field would be removed from all of the screens, and consequently layouts, it was previously part of.

      Layout Logic and Inheritance

      • An on stage X means 2 things:
        • When on that stage, the corresponding screen shows.
        • While moving from that stage to another, the corresponding screen shows.
          • This only is allowed if the stage being moved to doesn't have a corresponding Move to stage layout specified.
      • If a particular On stage layout is not specified, and the corresponding Move to stage layout is also not specified, then the Default Layout screen is used for that particular stage transition.
        • If the Default Layout isn't specified, then all metadata fields on the system are shown as no filter has been specified through the layout inheritance chain.

      Editable Considerations

      • Since the released state of a version's metadata values is going to be used when a document user attempts to edit the metadata values of a document's prior version, it makes sense to ensure that the necessary metadata fields for the designated release screen are set to be editable.
        Conversely the ones that shouldn't be edited no matter what the version is should be set to read-only.
      • The ability to edit a document metadata value through the relevant API is not restricted by its corresponding field being set to read-only by the current screen.