This section explains how to add further companies, locations and logos. Furthermore the general structure of templates, updates and the folder permissions will be explained.
Please click a desired topic to jump directly to the connected article:
|Location Data||Templates||Folder permissions|
|Company Logo||General structure|
|Language versions of logos||Template Updates|
In Manage Companies you are able to add further new companies and their location locations. Information is entered using an input screen. To enter the company management menu, please select Customizing and then Manage Companies from the empower docs menu.
Companies are organized by country. Thus, all company locations will be listed in the location overview on the right, regardless whether they have other locations in other counties. In the Company Addresses column you can see all locations in connection to the selected company on the top overview for quick identification and selection.
To add a new company, click on the “+”-symbol at the bottom of the “Companies” column (1) and then either click the “+”-symbol next to the appeared input field or simply press Enter. As no country or location has been assigned to this company yet, it will appear in the list as Not assigned.
To add a new location of an already existing company or one you have newly created, select it from the companies list, and then click the “+”-symbol in the location column (2). An empty input menu will open on the right into which you may enter the information of the new location. You can change the language of the input labels by clicking the dropdown menu (3) and selecting the desired predefined language. Once you have entered the country, this entry will be listed in the countries list on the left. After you have entered all information, click Save. If you wish to delete either a location or a whole company, select it and click in the corresponding “-“-symbol. Afterward, click Save to save your changes.
Some locations have more than two languages (primary and secondary language) available – depending on what company form has been assigned to it. In this case, an administrator is able to set the default language via the company data. To do so, you will need to open the Manage Companies window and select the desired location. At the top of the entry fields of a selected company’s location select a language form the dropdown menu titled Set Default Language.
To confirm the setting, close the window by clicking OK.
An administrator may also add a company’s logo to its location data. This way the same template can be used without the need of different versions containing individual logos.
To upload a company logo, simply select the desired company and click the “+”-symbol in the top-right of the window.
Select the desired image file of the logo from your computer’s hard drive.
Language versions of logos
Some logos differ depending on the language they need to be displayed in, frequently due to a subtitle or other text. In empower docs you are able to save different language versions of a logo to be displayed when a specific language is selected.
In order to do so, please scroll to the bottom of the list of location data of a selected company’s location in the Manage Companies window.
Once you click Choose a Logo a File Explorer will open. Select the appropriate logo in the currently set language from your hard drive. You will now need to scroll to the top of the window to change the language of the displayed data.
Now scroll back to the bottom of the window to add a further language version of a logo. Repeat this step for all available languages for the selected location. Once all logos have been added, save the settings by clicking OK.
Please note: Logos are inserted in their original size to avoid distortion. In some cases this will lead to an undesired placement of the logo. In order to circumvent this phenomenon, a document variable is required to be implemented into the template prior to upload:
ActiveDocument.Variables.Add "Empower docsFixedLogoSize", "true“
To do so you will need to open the VBA window of your document – by either pressing alt + F11 or navigating to the developer tab and clicking Visual Basic. You may need to activate the Developer Tab in the options of Word®.
Once you have opened the VBA window, open the immediate window by pressing CTRL + G. Enter the document variable as stated above.
In a final step, you can close the VBA window by pressing alt + F11; save the template on your computer’s hard drive or a network drive before uploading it to the template library.
Please note: for the implementation of these steps all logos to be inserted into the document are required to have the exact same measurements. If this is not ensured, inserted logos may become distorted.
All documents uploaded in the library are referred to as templates. They differ slightly in their setup due to their function, features and steps that are implemented in order to prepare them for use in empower docs. This includes a multi-lined table in the footer that contains placeholders for the information that is to be displayed in the footer. How many rows this table contains depends on the required number of company forms. Once a template is downloaded from the library, these items are no longer visible; the rows of the table that are not required will be deleted automatically.
All templates contain a table in their footer. Regardless whether it contains information or not; it still contains tags that tie a template to a selected location even if the template itself does not intended to display any location data. This is important for the proper performance of the translation function: the selected location prescribes what languages are available. For more details, please refer to chapter 2.2 Template Language.
A template downloaded from the library receives an ID with which empower docs is able to determine its currency once it is reopened – even if the document has been saved locally. If there is a change detected by empower docs, a notification will appear. Two kinds of change alerts are possible:
Location data: if location data in the database has changed, e.g. a new name, address or phone number, empower docs will be able to recognize that this template is no longer up to date.
Click Yes and empower docs will update the data in the footer to the most current entry.
Layout updates: empower docs is also able to identify layout changes, such as the position of the footer, logo, or any other additional layout features of an existing template.
Here you also have the option either to continue with the document you have just opened, or to download a new template.
Please note: update notifications regarding location data may also appear for templates that do not have a footer with data. This is due to the fact that every time a user downloads a template it is assigned to the location this user either has set as default or has selected after downloading the template.
Analogously to the text element library, an appropriately authorized administrator is also able to provide individual users with different rights types to the folders of the company library. In order to be able to do so, empower docs is required to be set up accordingly. By default every user is provided with at least the rights type “reader”, thus every user will be able to access all folders of the company library. Please contact your IT department if you wish to assign rights individually to Active Directory groups or individual users.
In the template library, you have the possibility to provide users with individual editing and administrator permissions to specific folders, depending on how your version of empower docs has been configured. Simply select the folder you want to assign permissions to and either click the “Cog” symbol at the bottom of the window or right click the folder to access the permission settings. In this first overview, you can see which users have been provided with what kind of authorization for this folder.
In empower docs you are able to assign four types of permissions:
An administrator may add or delete folders or subfolders, assign authorization to other users, and create, update, read and delete content.
An editor is able to read all content of a folder, an 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 he can only use material of other users without being able to alter permissions or deletion rights.
A reader merely has permission to read and user text element. He is unable to contribute his own elements or edit existing content.
You are able to view information on user roles and what their permission entails at any time when if your hover with your cursor over the question mark symbol.
You can change the permission of an existing user by selecting the required user roles under Rightstype in the overview. To provide a new user with permissions to the current folder, click the “+”-symbol on the bottom right.
You can now search for the users in the Active Directory – similar to searching for a profile to add to your personal list. Once found, select the desired user from the list of results, select the type of permission you wish to assign, and add the user by clicking OK.
In order to deny a user previous authorization, select the user and remove him via the “-“-button. Finalize all changes to the list by clicking OK.
It is not only possible to provide permissions to individual users, but you can also supply rights to groups in the Active Directory. To do so, take the same steps to add the group to the list as you would when adding an individual user. Provide a group name in the “Display name” field. You may also choose to display the individual group members.
Please note: permissions you supply over a folder are automatically inherited by all its contained subfolders. These permissions cannot be reverted without denying permissions to the whole folder. Should you desire to merely provide permissions to a single subfolder within a main folder, you can do so by selecting this folder individually .