Training Vignette Script
Document Management Center Editing Document Templates This vignette will cover how to edit document templates before they are used for performing mail merges. ®
To edit a document template in GoldMine navigate to the desired template in the Document Management Center. It is important to note that you should not edit templates provided by Breaking Away. Instead you should clone the original documents first and then make the desired edits to your version. Please refer to the training vignette titled “Creating and Cloning Document Templates” for more information. It is also important to note that in order to edit document templates stored under the (public) ® username you must be logged into GoldMine as a user with master rights. With the desired template selected, click the Properties button on the Local Toolbar or right-click on the template and select Properties. If you don’t have master rights, and the template is currently under ® (public), GoldMine will remind you that you cannot edit it and will ask if you want to make a copy under ® your own username to edit instead. If you do have master rights, GoldMine will suggest that you not edit public templates and ask if you want to make a copy under your own username to edit. In general, you will always click No at the prompt and the “Document Template Properties” window will pop up. Leave ® everything as is, click the Edit button, and the template will open in Microsoft Word. You may get prompted by Word to update the document with data from linked files. Always click Yes. What this does is take the merge fields in the template and merge in the data from the active contact record so that you can see how data would populate within the template during a mail merge. Merge fields are easy to spot within a template because one click on the text of a merge field will highlight the entire merge field. Another way to easily spot merge fields is by selecting the entire text of the document (e.g.,
), then right-clicking and selecting Toggle field codes. This would enable you to see merge fields that may not otherwise be visible (e.g., if there is no data to view for them in the ® active contact record) by displaying the code that Word uses to pull the data from GoldMine . Note that in several Breaking Away templates, the salutation line contains the word “Dear” – which is not a merge ® field. The name(s) after it, however, are being pulled from the “Dear:” field of the active GoldMine contact record. You can add other merge fields into the template by placing your cursor in the desired location, going to Word’s Main Menu, and selecting GoldMine Insert GoldMine Field(s). The “Insert GoldMine Field” ® toolbar will pop up which allows you to select any GoldMine field from its drop-down list. The drop-down ® list also contains some macro fields, which are a convenient combination of certain GoldMine fields. For ® example, the &CityStateZip macro pulls the data from GoldMine ’s “City:,” “State:,” and “Zip:” fields while putting a comma between the city and state. Also, the &FirstName macro field will pull just the first word ® ® from GoldMine ’s “Pri Name:” field. There are also entries for GoldMine user-specific fields. Further down the drop-down list are the entries for the contact’s database fields, directly. Now, you will need to know the actual database name for each field in order to make your selection and a list of those field names is provided for you in section III of the Breaking Away Reference Manual. For example, you will find that the proper selection for the business phone number is Contact1->Phone2. ®
If, when looking at a merge field within a template, you are not sure which GoldMine field it comes from, you can right-click on the text and select Toggle field codes and Word will reveal which database field it is pulling. To make the actual data reappear, right-click on the merge field and select Toggle field codes once again. One more thing about merge fields; do not try to delete the text of a merge field by using the key on your keyboard. Instead, double-click on the merge field so that it is highlighted in black and then use the key.
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Training Vignette Script ®
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Don’t let the merge fields from GoldMine confuse you; you are in Microsoft Word and can make any edits you would do in a normal Word document. You can make changes to the font, type the desired contents into the body of the letter (or paste it in from another source), and make any other changes you want. Once you have finished composing your document template, it needs to be saved. But this cannot be done from the File menu or by clicking the Save button. Instead, you must select GoldMine Save as GoldMine Template. The “Summary Info” window will then pop up. The data in the “Title” field is what will be displayed in the “Reference” column of the History tab after performing a mail merge. PEAK recommends this field contain the same name as the document and file name. If the template was properly created to begin with, the “Title” field shouldn’t need to be changed. Click OK and the “Save As” window pops up for you to click the Save button. At this point, it is very important that you wait until the “save” operation has been completed before clicking anywhere or doing anything else. You will know it is completed when Word says “Document has been saved as a GoldMine Merge Form” in the bottom-left. Once that message appears, you can close ® Word to get back to “Document Template Properties” window in GoldMine . If you wanted to move the template to be stored under a different username, select that name from the “Document User:” drop-down list. Click OK to see your changes. One final note: Make sure you are saving your templates in the “Template” subfolder within the “V:\GoldMine\” directory in order to ensure they are in one central location that is getting backed up with your regular back up system.
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