Templates are at the heart of DocumentsCorePack (DCP), playing a crucial role in creating and processing documents in Dynamics 365. Understanding how to manage these templates is key to gaining the best results when using our product.
In this article, we will cover a variety of topics related to managing templates, including how templates are saved, how security roles affect templates, template versioning, and importing/exporting templates from other environments.
- What are DocumentsCorePack templates?
- Where are templates saved?
- How to delete templates?
- Security
- Template Versioning
- Customizing Columns in the Dialog
- Importing, Exporting, and Transferring Templates
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What are DocumentsCorePack templates?
DocumentsCorePack templates are Microsoft Word-based documents created via our Template Designer. They contain fields and tables that serve as placeholders for data. Since DCP templates are used to generate new documents, you can create templates for a multitude of business purposes, such as displaying a list of quotes from an account, a contract for a customer, or an order summary.
To learn more about DocumentsCorePack templates, please read the article here.
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Where are templates saved?
Whenever a new template is created and saved, the template is saved as an attachment to an MSCRM-ADDONS.com DocumentsCorePack Template record in Dynamics 365. The record’s name will match that of the template. The template itself can be found under the Notes tab.
Template Groups: Templates can be stored in different groups (e.g. sales templates, customer service templates, etc.). Groups are defined when saving templates via the Template Designer in Microsoft Word. By doing so, templates are stored in a structured manner which eases access for end users via the DocumentsCorePack dialog.
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How to delete templates
You have the option to delete templates via the DocumentsCorePack Template designer using the delete option in the Open/Save dialog located in the upper right corner.
Please note: The records of the mscrm-addons.com templates entity will be deactivated and therefore no longer usable.
Info: To Hard-delete templates you will have to delete the corresponding records in the mscrm-addons.com DocumentsCorepack Templates table in your Dynamics 365/Dataverse.
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Security
Security roles play a vital part in allowing users access to templates. Since templates are stored as records of a custom table (see above), the Dynamics 365 security model applies. When installed, a custom security role is distributed to all users, providing anyone within the Dynamics 365 environment access to DocumentsCorePack templates. Template access can also be handled via a separate security role as long as the proper permissions are granted to users that need to generate documents.
This information is covered in more detail here.
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Template Versioning
Template versioning allows users to view older versions of their templates. Once enabled, backups of saved templates will be recorded and available to be recovered. This can be very helpful in situations where your template gets corrupted during the design process, or if an older version of a template is needed due to important information being absent in a newer version.
More information on this feature can be found here.
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Customizing Columns in the Dialog
The Open and Save dialogs for the Server and Client can be customized to display other columns outside of the default columns. The default columns can also be hidden in this way. This can be useful in situations where a different column setup for your dialog would give more relevant information to those saving and opening templates. It can also give users more pertinent information when creating documents through DocumentsCorePack Server.
An article on this feature can be found here.
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Importing, Exporting, and Transferring Templates
Templates can be imported, exported, or transferred using the DocumentsCorePack Online Service Configuration. This tool can allow users to:
- import template files from their local machine,
- export their templates into a .zip file as a local backup with dedicated timestamps, and
- transfer templates to a separate organization. In particular, transferring templates can be helpful in situations where templates should be designed in one environment before being sent to another.
Details on this feature are available here.
That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com.