A document type defines the content and selections available to the end users to include in a specific document. When you create a document type, you are not only creating the framework of a document and adding content, you are also deciding how users will interact with it when they create their individual document for clients. You are determining what they required to add, what they cannot change, and which options they will have. The goal is to make it easy for users to create accurate, professional documents, such as RFPs, and proposals.
The parts of a document you design are a logical organization of the document type which ultimately result in a document or presentation that can be built by users. You can design a document type that requires no interaction when the user creates a document using your designed document type or, you can design a document type that requires a user to enter data, select content, upload content, or work with an RFP questionnaire before the final document can be built.
You can save time and create the best possible document type if you plan ahead. We recommend thinking about the kind of document type you want to create, creating a blueprint, and gathering the materials you will use before creating the document type in Upland Qvidian.
task 1: Decide what kind of document you want to create
Think about what type of document you would like to create and how you would like the users to use that document.
Consider the following:
- Will this be a Microsoft Word document or PowerPoint presentation?
- What kind of document will this be? (Examples: RFP, Proposal, Statement of Work)
- What is the purpose of the document?
- Who are the possible audiences for the document or presentation?
- Which sections should be standard and which should be optional?
- Which section will be unique to each client? To allow for dynamic document creation, split the content into the most granular pieces that could be used. For example, you may have several product descriptions and you want your user to pick and choose which ones to include in each proposal.
- If your instance of Upland Qvidian is integrated with Salesforce, do you want to pull in any content from related lists. For example, you may want to create a table with pricing that pulls in the latest prices.
- What variables will be included? Are corresponding merge codes available or do they need to be created?
- Do you have an existing document type from which you want to pull sections or content to create your new document type? For example, if the same cover page is used in your proposal and SOW, you could share the component and the content in your existing proposal with your new SOW document type.
- Would you like to have the option of building a package from a project? If you would like to create a package, your document type cannot include Structured Content, complex Selection Driven Content with more than one group or shared selections, RFP Compliance Matrix, or slide components. See "Components descriptions" below for more information on components.
task 2: Create a blueprint
Now that you know what type of document you want to create, create a blueprint which outlines the components you will add to each section and options within those components. When you create your blueprint, keep in mind how you would like the document type to display for your end users while they are building the document.
In your outline, make a note of which content you will need, and the component you will use to present it in your document type. You may find it easier to start with the section names and then, one-by-one, work through the details of each section so you can gain an understanding of everything that would possibly be assembled into the section.
When you are thinking about each section, keep in mind the page layout that is needed for various sections and if the same content is assembled all of the time, known as Static Content, or whether it is dynamic. If it is dynamic, consider the advantages of each of the following components and how they appear in the user interface to decide which to use:
- Selection Driven Content
- File List
- Structured Content
- Dynamic Slide
Component descriptions
The table below describes the types of components you can add to a document type, and indicates if they are available for use in document types for documents and presentation created in created documents, and packages created in projects. To learn more about any component and view examples, click the links in the descriptions to jump to the relevant component section below.
| Subsections | Description | Document (Created document) | Package (Project) | Presentation (Created document) | ||
|---|---|---|---|---|---|---|
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Include content that you want in the final document or presentation. The same content displays each time without any interaction from the user. You can insert merge codes to allow users to customize the content. Learn more about Static Content components and view examples. | Yes | Yes | Yes | ||
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Create fields in which users will enter values for merge codes. Fields can be configured to allow for text, numbers, drop-down values, calendars and graphics. Learn more about Data Entry Screen components and view examples. | Yes | Yes | Yes | ||
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Create a list of items from which the users can choose. Selections can be simple lists or can be set up with parent-child relationships to have filtered lists. Selection Driven Content gives users flexibility to customize a subsection without searching for or creating content. Learn more about Selection Driven Content components and view examples. | Yes | Yes | Yes | ||
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Create a predefined structure, like a table, in which users can enter information. Information can also be pulled in from a CRM, like Salesforce.com. The most common use of a Structured Content component is to build tables for content such as line item pricing or services included.
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Yes | Yes | |||
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Include a subsection in which users can add content from the library or their computer. No content is associated with this component in the document type.
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Yes | Yes | Yes | ||
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Upload a Word file that inserts a section break in a document type and controls the page setup, header, footer, and other layout options. Word files associated with Word Section Breaks are not visible to users.
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Yes | Yes | |||
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Upload a Word file with a Table of Contents reference field to automatically generate a table of contents based on the content included in the document or package. Learn more about Table of Contents components and view examples. | Yes | Yes | |||
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Include a subsection in which users can add a Word or Excel questionnaire from the library or their computer. Learn more about RFP Project components and view examples. | Yes | Yes | |||
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Include a compliance matrix that produces a table based on the text, compliance level, and comments the user enters in each question’s properties within the uploaded questionnaire. Learn more about RFP Compliance Matrix components and view examples. | Yes | ||||
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Include an Agenda Slide, in which the title of each slide is inserted, for the opening of the presentation. Users can select the slides to include on the agenda.
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Yes | ||||
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Include a slide that has specified text areas of the slide in which Items of content will be inserted as designated on a Selection Driven Content Component in the same document type. Learn more about Dynamic Slide components and view examples. | Yes |
Sample document type analysis table
| Section Name | Section Details | Shared component / content? | Include | Fixed Position |
Min/ Max |
|---|---|---|---|---|---|
| Proposal Information | Yes | ||||
| Data Entry Screen – Sender Information | Always | ||||
| Data Entry Screen – Client Information | Always | ||||
| Cover Page | Yes | ||||
|
Word Section Break – full page with graphic in header |
Always | ||||
|
Static Content with merge codes for title, client, and date |
Always | ||||
| Cover Letter | Yes | ||||
| Word Section Break – logo in header and Roman numerals in footer | By inclusion of Cover Letter selection | ||||
| Selection Driven Content – choice of existing client or new client | Optional | 1/1 | |||
| Table of Contents | Yes | ||||
| Table of Contents – use Word reference to dynamically build TOC | |||||
| Executive Summary | Yes | ||||
| Word Section Break – logo in header and page number in footer, starting at 1 | Always | ||||
| Static Content – heading | Always | ||||
| Selection Driven Content – Section Introduction – select from a list of industries | First instance of Industry Selection Driven content | Always | 1/1 | ||
| Static Content – Customer needs subheading and introduction | Always | ||||
| Selection Driven Content – Customer needs – select from a list of needs filtered by industry | Shared component with Industry Selection Driven content | Always | 1/3 | ||
| Recommendations | No | ||||
| Static Content – Section Heading & intro | Always | ||||
| Selection Driven Content – Recommendations – select from a list of products and services, filtered by line of business | Always | 1/10 | |||
| Price | No | ||||
| Static Content – pricing heading and intro | By inclusion of Price File List | ||||
| File List – user will browse out to load | Optional | ||||
| Case Study | No | ||||
| Static Content – heading and intro | Always | ||||
| Selection Driven Content – Case studies – select from a list of case studies filtered by industry | Shared component with Industry Selection Driven content | Always | 1/2 |
The preceding sample provides you the following details you’ll need to architect the document type:
- Section Names
- Section Positions
- Ideas for Subsection names
- Subsection component types
- Subsection ‘Include’ settings
- General descriptions of the section break requirements
- Ideas for Selection List Group names
- Min/Max selections for Selection List groups
Once you have reviewed information above, decided on the document type to create and its sections, you can download a blank document type analysis table to help you create a blueprint.
Permissions
In addition to the document outline and the task of architecting the document type, consider the following:
- Who will need access to test the document type before you enable it for all uses? This may require a temporary update to the Document or Template Permissions for the users or a specific role.
- Which users need access to the document type when you are ready to roll it out? This may require an update to the Document or Template Permissions for one or more roles.
task 3: Gather materials
Once you have determined the content you will need for your document, verify the content is up to date and in the proper format.
Consider the following:
- Is the content already in the library so it can be associated, or do you need to develop and /or upload the content?
- If you are creating new content, be sure to use the appropriate styles and add any merge codes or field codes.
- Do you already have a Template in the database that will support this document type or do you need to develop and/or upload one?
- Do you already have Section Breaks in the database that will support this document type or do you need to develop and/or upload them?
task 4: Create the document type
You are now ready to begin constructing your document, using the tasks below:
- Create the document type.
- Add and configure the Document Sections and components.
- Associate the template to the document type.
- Test build the document type to review it.
- Enable the document type.