Introduction
Gold-Vision can generate Word documents from almost any item by using predefined
Word Templates (.dot) files. Templates are also used when running letter-based
mail campaigns.The template file may contain Gold-Vision “tags”, which are substituted with the corresponding item data when this feature is initiated – for example name and address. See your Gold-Vision Adminstrator about creating Templates or see our Admin Help Site
Which browser do you use?
Depending on which browser you use will determine the functionality available
If you use IE and have Activex Controls installed you will be able to use 'Legacy Document Production' and you will have the functionality as below
Features Available |
Windows and IE | Windows + Chrome/Safari/Firefox | iPad |
Create Word Document from template |
Y |
N |
N |
Create PDF Document from template |
Y |
N |
N |
Create Outlook email from template |
Y |
N |
N |
Save document on creation to document store |
Y |
N |
N |
Document can be opened/Edited Directly |
Y |
N |
N |
Link provided to open document from saved location |
Y |
N |
N |
Copy of document can be downloaded |
Y |
N |
N |
Add note when document created |
Y |
N |
N |
Replace tags in document header and footer |
Y (very slow) |
N |
N |
If you use Chrome, Safari, Firefox or an iPad the functionality is restricted and we would recommend switching to Server Side Document Production - ie the functionality is run on the Gold-Vision server rather than your machine.
The benefits include:
-
Document can be created in any browser, not just IE.
-
Users do not require Microsoft Word to be installed on their machines to create documents.
-
Documents can be produced from any device, including phones and tablets.
Features Available using Server Side Document Production |
Internet Explorer | Windows Chrome/Safari/ Firefox/Edge | iPad with Safari | Apple Mac with Safari |
Create Word Document from template |
Y |
Y |
Y |
Y |
Create PDF Document from template |
Y |
Y |
Y |
Y |
Create Outlook email from template |
Y |
Y |
Y |
Y |
Save document on creation to document store |
Y |
Y |
Y |
Y |
Document can be opened/Edited Directly |
Y |
N* |
N* |
N* |
Link provided to open document from saved location |
Y |
Y |
Y |
Y |
Copy of document can be downloaded |
Y |
Y |
Y |
Y |
Add note when document created |
Y |
Y |
Y |
Y |
Replace tags in document header and footer |
Y |
Y |
Y |
Y |
* Users will have the option to download a copy
Turning on Server Side Document Production
To turn on Server Side Document Production:
Creating a document from a Template
Templates are available in all Gold-Vision item areas and can be used to create either a Word or PDF document.
Click the Word icon to access the list of templates available. Then select
-
the type of document you wish to produce - Word or PDF document
-
and if you wish to create a document or an email.
Select template – preview will appear on the right hand side
Output as: Select PDF or word document
Output to: File
Save: document will be saved, as below
Folder: Default Folder location (you can automatically create sub folders for New Accounts in the Admin Console – Documents - Document Storage)
File: The naming convention for Document Save is set in the Admin Console, as above, and can either be Template name or Object name
Create Note: Option to add a note. Note window will pop up.
OK
If you are using Internet Explorer, you will then be given the following options:
Open/Edit - this allows you to Edit the (Word) document. The edited version will be saved in the original location when you select Save.
Download a Copy - you may wish to download a copy to your PC for reference. Note if you edit the document you will need to save using File - Save As and select the original location to ensure the latest version has been saved in the correct location.
You can also open the document directly by copying the link in Windows Explorer.
If you are using Chrome, you will then be given the following options:
Output to Email
(note only available from 7.0.19 )
Select the template – preview will appear
Output As: Select the attachment format: Word or PDF
Output to: Email - note with this option when you click OK, the email will be sent immediately, ie no option to edit the template before sending.
Send in:
Attachment - recommended option if your template contains images.
Body – If your template contains images, then we recommend sending the template as an attachment. Images stored locally or on a shared/mapped drive are not supported in email body templates.
Send To:
Send to Me: use this option to send to yourself then forward on to a contact (the From address will then be your email address and if Body ticked you have the option to edit the template)
Send to Item Contact: use this option to send straight away to the item contact. Note the From address will be your default Gold-Vision Address see below.
Send to: use this option to send to any other person. By default the from email address will be the default Gold-Vision Address see below.
Create Note:Option to create a note
OK
Example with PDF attachment
Note: the from address is NOT your email address but the address set up in your Gold-Vision under the SMTP settings - Default Sender Address.
Creating documents on the go
If you use iPad we would recommend switching to Server Side Document Production - ie the functionality is run on the Gold-Vision server rather than your machine.
The benefits include:
-
Document can be created in any browser, not just IE.
-
Users do not require Microsoft Word to be installed on their machines to create documents.
-
Documents can be produced from any device, including phones and tablets.
Features Available using Server Side Document Production |
iPad with Safari |
Create Word Document from template |
Y |
Create PDF Document from template |
Y |
Create Outlook email from template |
Y |
Save document on creation to document store |
Y |
Document can be opened/Edited Directly |
N |
Link provided to open document from saved location |
Y |
Copy of document can be downloaded |
Y |
Add note when document created |
Y |
Replace tags in document header and footer |
Y |
Turning on Server Side Document Production
To turn on Server Side Document Production:
Creating a document from a Template
Templates are available in all Gold-Vision item areas and can be used to create either a Word or PDF. This can be done easily on your tablet when out on the road. Either create and save the document or use the Email option to send straightaway.
Click the Word icon to access the list of templates available. Then select
-
the type of document you wish to produce - Word or PDF document
-
and if you wish to create a document or an email.
Select template – preview will appear on the right hand side
Output as: Select PDF or word document
Output to: File
Save: document will be saved, as below
Folder: Default Folder location (you can automatically create sub folders for New Accounts in the Admin Console – Documents - Document Storage)
File: The naming convention for Document Save is set in the Admin Console, as above, and can either be Template name or Object name
Create Note: Option to add a note. Note window will pop up.
OK
You will then be given the following options:
The document will be saved and can be accessed by your colleagues back in the office.
Email a Quote
You might like to email the quote straightaway from your tablet.
(note only available from 7.0.19 )
Select the template – preview will appear
Output As: Select the attachment format: Word or PDF
Output to: Email - note with this option when you click OK, the email will be sent immediately, ie no option to edit the template before sending.
Send in:
Attachment - recommended option if your template contains images.
Body – If your template contains images, then we recommend sending the template as an attachment. Images stored locally or on a shared/mapped drive are not supported in email body templates.
Send To:
Send to Me: use this option to forward on to a contact (the From address will then be your email address and if Body ticked you have the option to edit the template)
Send to Item Contact: use this option to send straight away to the item contact. Note the From address will be your default Gold-Vision Address see below.
Send to: use this option to send to any other person by default. Your from address will be the default Gold-Vision Address see below.
Create Note:Option to create a note
Example email sent, with PDF attachment:
Note: the from address is NOT your email address but the address set up in your Gold-Vision under the SMTP settings - Default Sender Address.
See our Admin Help Site for information about creating templates.
If you would like to include product images in quotes you will need to use Advanced Mode Templates.