The empower docs menu

This section explains all functions of the empower docs menu.

Please click a desired topic to jump directly to the connected article: 

Template Library Insert address
Template Language Select Location
Profiles Send Document as PDF
Profile management Display Logo
Editing profile data Text elements
Language variations Adding text elements
Inserting additional profiles Text element library

 

 

Template Library

At the very heart of empower docs is its template library. It provides you access to your company’s document templates. Access it by clicking Templates.

Its folder arrangement is constructed in congruence with Microsoft®’s Explorer with folders and nested subfolders. With a folder selected, you can click on the arrow at the bottom of its pane to add a description, such as what content is to be placed into the folder. Once you have selected a folder, its contents will be displayed on the right. Every document is supplemented with metadata such as author, date created, and how often it has been used companywide. This information is displayed at the bottom of the window.

Similarly to Microsoft® Explorer’s sorting options, you are able to sort your template library’s content by different criteria:

  • filename
  • last change
  • author
  • usage

A double click on the item or clicking Open will open the template for editing.

 

 

Template Language

This button changes the preset language of your downloaded template with a single click.

If you wish to write a letter in German, select the desired language from the dropdown menu. All relevant information will be translated, and the language of your Word® document will be changed to the language selected.

The languages available in the language picker are prescribed by the company form of the selected location. US English is empower docs’s default language. Unless US English is assigned as a primary language of a location, it is always set as the secondary language for all other locations, no matter what other languages are available.

 

Profiles

Your profile essentially displays all personal information that is connected to your user account. You can assign a default location to it as well as being able to display the information entered in predefined fields. This data can be sourced from your company’s Active Directory as well as be entered manually.

When you first open empower docs, a window will open which displays your own profile’s data as it was entered in your company’s Active Directory. If required you can adapt these entries.

Please note: any modifications of these entries will not overwrite the entries in the Active Directory.

Once you are content with your changes, you can confirm them by clicking OK. Clicking on Profiles in the empower docs menu will allow you to either select a profile to insert into your document, or gain access to the profile editing menu to manage your list of profiles.

 

Profile management

A click on Manage Profiles will open a new window with a list of all profiles that your user account has already added.

To add a further profile, simply click on the “+”-symbol.

A search window will open in which you can enter the name of the user you wish to add to your profile list.

Here you can search for a user in your company’s Active Directory. This profile can later be inserted into your document from a dropdown menu. This option is especially useful if a secretary’s office is to write a letter in the name of a director. For further information, see chapter 2.3.42.3.4 Inserting additional profilesI.

Once your entry has been found, select the user from the list below and click OK to add the name to your list of profiles.

 

Editing profile data

If required, you are able to adjust your profile data. To do so, select the profile you wish edit from the list and then click on the pen symbol at the bottom of the window.

A further window with entry fields will open – identical to that which appears when you open empower docs for the first time. Here all data that has been entered in the Active Directory has already been inserted. If required you are able to adapt these entries.

A synchronization with the Active Directory in regular intervals will keep your profile data up to date. Once you edit a field manually, empower docs will regard this modification as the most current data and will no longer synchronize this field. At no time will any modification of the fields be written back to the Active Directory. 

Each field with a highlighted AD represents a field with an established connection to the Active Directory. This will allow a change in the Active Directory to be synchronized with the corresponding field in empower docs. Click the button to reset it to the value entered in your company’s Active Directory. Doing so will load the original data from the Active Directory, however any local changes made to the field via the empower docs client will be overwritten and may have to be re-entered. A non-highlighted AD button delineates that there is no entry in the Active Directory, the field is therefore not linked with the corresponding field in the Active Directory, and the data has been entered manually. Clicking a non-highlighted AD button will delete the field’s entry. You will be asked to confirm both kinds of resets.

 

Language variations

Each user has the possibility to provide translations of their profile data, such as for their name, title or department, e.g. the German name Müller can be displayed as Mueller when switching to English. To add a new language version of your profile, simply click on the “+”-symbol in the editing window of your profile.

A copy of the first line, the default profile, is made – simply adapt the required fields. As soon as a further language version of a profile has been created, the first line is the equivalent of US English. Select the desired language from the dropdown menu on the far left. The languages available are those that have been implemented in the database.

Once you have made all the desired changes, save the settings by clicking OK. To delete a language version of your profile, simply select it and click on the ““-symbol.

Once a profile has been inserted onto the template, the languages available are prescribed by the selected location – regardless how many language versions of the profile have been created. All changes to your profile data, including all language versions of your profile are saved to the database. This way all users have access to these changes when they search for and add an edited profile.

 

Inserting additional profiles

When you click the Profiles button in the empower docs menu and then select Choose Profile, a selection window will open. Here all profiles you have added to the list can be selected form a dropdown menu. Depending on the template you have downloaded, you have the option to insert up to three profiles into your document.

You also have the possibility to automatically set which additional profiles are to be inserted into the document by default once it has be downloaded from the library. This option is especially useful if there is always the same additional profile to be inserted into the letter, provided the desired template has been set up to accommodate more than one profile. You can set default profiles by opening the Manage Profiles window.

On the bottom right you will find buttons that set which profile is to be inserted by default. Simply select the desired profile from your profile list and then click the appropriate button.

A figure will appear to the right of the profile indicating what kind of default profile it has been set as. The figure indicates the order in which the profiles are inserted into the document. To revert the setting simply select the profile from the list and click the button again.

 

 

Insert address

If your template has an address field for a recipient, you can quickly insert the address using the Insert Address button in the empower docs menu.

This function accesses your contact folders in Outlook. Once you click the button, you can select the synchronized contact folders from a drop-down menu and then one of its contained contacts.

If required you can make adjustments in the address field. Once you are done, simply insert the recipient’s address onto the template by clicking Insert.

Please note: empower docs does not save contact information. In order to synchronize with the contact folder of your email client you are required to have Outlook® open.

 

 

Select Location

The location picker enables you to change your selected location and its data displayed in the currently opened template. This data will always be up to date due to central administration of all location data.

Simply click on the button to open the list of all companies and their locations. The locations are grouped by country for easy selection. Once a company is selected, all its addresses are listed in the section to the right.

All information in connection with this location, including legal information, bank details and legal entities in the footer will be automatically entered. This way, searching for the correct template for a location has become a thing of the past.

 

Send Document as PDF

This button allows you to send your document to a recipient as an email attachment, directly exported to PDF – all with a single click. Saving of files and navigating though folders via your email client are now obsolete.

Once you click on the button, empower docs will open a new mail window of Outlook®. By default, the format of the email is Plain Text. If you wish to send the email with a signature containing graphical elements, please click on the Format Text tab and then select As HTML.

All you have to do is enter the recipient and then send the email.

 

 

Display Logo

A click on this button will reveal or hide all logos and folding marks on your template. This function is of importance if you wish to print your letter on company stationery.

A template’s graphical elements can all be configured individually if they are to be hidden with this function. This way, you are able to use the same template for both printed and electronically dispatched letters without the need of different versions.

 

 

Text elements

This button provides access to the text element library. Here you are able to quickly add standard texts such as company profile, product information and other text modules.

 

Adding text elements

A whole multitude of items can be saved as text elements, as long as Word is able to process them. More specifically, they include

  • Tables
  • Charts
  • Images
  • Text
  • Icons

Once you have made all desired changes to the text element you are ready to add it to the library. To upload an item as a text element, all you have to do is select it and then click on Save in Library. Please select Textelement to save the item to the text element library.

If you upload a text element for the first time, you will be prompted to create a new folder. Do so by clicking the New Folder button in the bottom left of the text element library.

Once you have selected the correct folder and typed in an appropriate filename, you can finally upload the text element by clicking OK. After the empower sync has run completely to synchronize with the database, you will also be able to preview the text element in the library without having to download it first.

 All settings and formatting of the text element, incl. font size, bold sections, as well was spacing will also be saved – when downloaded the text element will be exactly the same as it looked before being added to the text element library. To insert a text element into a document, select the element in the library and either click on Insert at the bottom right of the library window, or perform a double click on the text element itself.

You also have the possibility of selecting a split screen setting:

This allows you to display the text element library directly next to your document to quickly add different text elements without the necessity to open the text element library via its button every time you need to insert such an element into the document.

 

Text element library

The text element library itself is structured similarly to the template library with a folder structure, sorting options and item metadata. In addition, the text element library also provides a user library to which each user is able to save his own text elements for quick composition of documents.

Every user has the ability to share his text element folders with his colleagues and provide them with individual rights. This way, users can collaborate and share a folder with common text elements, or work on a project together.

To add users to your folders, or change the rights type of users already added, please click on the cog symbol at the bottom of the text element library:

In this first overview, you can see which users have what kind of authorization for this folder.

Here you can add a new user to your folder. To do so, simply click the “+”-symbol. A window identical to that for adding additional profiles will open in which you can search for the user. Once the desired user is found, you can set one of four types of permissions:

  • Administrator
  • Editor
  • Author
  • Reader

An administrator may add or delete folders or sub- folders, assign authorization to other users, and create, update, read and delete content.

An editor is able to read all content of a folder, and update, delete and create content.

An author is permitted to add and read all content within a folder. He is able to edit and delete items he created himself however can only use material of other users.

A reader may use material of a folder however is unable to make any changes.

Once you have made the necessary settings, simply add the user to the list by clicking OK. You can change the rights type of a user at any time by changing the setting via the dropdown menu in the permissions overview on the right. You are able to view information on user roles and their permissions time when you hover with your cursor over the question mark at the top right of the window.

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You can change the permission of an existing user by selecting the required user role under Rightstype in the overview. You can change the permission of a user via the list simply by selecting a different rightstype.

Please note: The authorized users of a folder in the library are “inherited” by all its subfolders. If you only wish to authorize users to specific folders of a whole folder structure, you will need to keep these folders separate.

By default, all users possess read permission, and this option is only available and necessary when not all readers are to be provided with read permissions. To alter this standard setting, please contact your IT department. 

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