Use your Template Library to edit default values in Documents, Invoices, and Artwork Records.
What is the template library?
Your Template Library allows you to set default values in some areas of your database. This includes setting your default Courtesy and Copyright lines, Invoice Terms and various text to be incorporated into your Document and Reports.
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Where can I edit my templates?
You will need to be an admin user to edit values in your Template Library. To find it, navigate to Other > Admin > Template Library. Click the pencil icon to edit each template.
Which values can I edit?
See guidance below on which exact default values you can edit in the Template Library, as well as where in the database these defaults will be applied.
Documents & Reports (Artwork Records)
The values you have assigned in your Template Library will appear as default in either the Heading, Text above, or Text Below fields in your generated documents and reports.
The types of documents/reports in which you can assign these default values in your Template Library are:
Acquisition image reproduction letter
Consignment note (out / in)
FedEx Packing Note
Loan form
Photo Reproduction Permission Form
Shipping invoice
Shipping list
Works Available List
Artwork Records
In your Template Library, you can also add defaults to the following fields in your Artwork Records:
Default Copyright Line
Default Courtesy Line
Invoices and Accounts
It's also possible to add your default Invoice terms in the Template Library.
These can then be loaded into the 'Invoice Terms' section of your invoices. Click Add Invoice Terms and select the 'Invoice Terms' value from the dropdown list.
Create New Templates
You can additionally use your Template Library to store text values that you use often.
Please note that the custom values you create here will not appear as default text anywhere (i.e., you will not be able to automatically load them when generating Documents and Reports or Invoices).
To create new Templates in your Library:
- Click New Record at the bottom of the Template Library page.
- Populate the desired details in the Name and Value fields > Save the record.
You can then copy paste these template to use in any text field in the database.
Placeholder Text
Some reports allow you to enter 'placeholders' which will be replaced with data from your database records, as follows: '[Date]', '[Percentage]', '[Publication]', '[Recipient]', '[ReturnDate]', '[TotalValue]', '[YourName]'. To add these directly into your Template Library Values:
- Click the Pencil Icon for the Template you wish to edit (e.g. Loan form - default text below records). In the Value field, add placeholders in square brackets (e.g. '[Date]) in the body of the text:
- Now, generate your Document from your database' Artworks section (Create... > Documents & Reports).
- In the Document window, you will see that the placeholders are appearing in the default value:
- Click Action to generate your Document. The placeholders will be replaced by the corresponding data from your database' records: