Manage tab

My Builds / All Builds

• Click My Builds to view only documents that you built or own, or click All Builds to view all documents for all owners.

Refresh

• Click the Refresh icon to ensure that the display reflects all currently built document files.

Missing Data

When the Detect missing data box is checked on the Build tab, the Missing Data task displays the data fields that were not populated during the building of the document.

• To view and populate the fields missing this data, click the Missing Data icon. When completed, you can then re-build the document.

Missing data is dependent on how unpopulated and populated fields are treated during the Build process. On the Missing Data workspace, you can apply one of the following parameters to field processing:

• Remove unpopulated fields: Removes all unpopulated fields from the document upon build for Data Entry Screen components and any additional data entry fields. If any Additional Data Entry fields were populated in a previous build of this document, these populated fields will re-display on the Missing Data workspace for your review each time the document instance is built.
• Detect missing data: Displays any unpopulated fields. When the build has completed, if there are unpopulated fields the Missing Data workspace will open where you can complete them and then re-build. On this dialog, the fields are separated by Data Entry Screen component headings as they appear on the Required panel of the Assemble tab. When previewing the built document from the Review tab, any unpopulated fields are highlighted in yellow. Note that if you choose not wait for the build to complete, the Missing Data icon on the Built Documents page is enabled.

On the Missing Data workspace, you can populate the unpopulated fields for any existing Data Entry Screen components, populate the unpopulated fields for Additional Data Entry codes, or view the populated Additional Data Entry fields.

Field Types

In addition to the typical text, dropdown, date, and numeric fields, you may encounter fields that allow you to insert a graphic file either external to Upland Qvidian or from the library.

• To upload an external file, click the ellipsis (…) beside the field to retrieve the image, then click Open.
• To insert a file from the library, click beside the field to display the library page. Locate the image, then from the Actions menu, select Save to Document Field then select the field where the graphic should be inserted.

The graphic file will be inserted into the field.

Rebuild the document

Once you have completed populated the missing data fields, click Build on the Build tab to rebuild the document. If there are no problems with unpopulated fields, the document will display on the Built Documents workspace.

The populated fields for the Data Entry Screen components listed will no longer display when re-accessed; however, the fields for the Additional Data Entry section will display for your review each time the document instance is built.

Download

You can download (open or save) a Microsoft Word document, PowerPoint presentation, Excel Spreadsheet, or PDF file that is listed on the grid. Once the file is downloaded, you can edit the file and then use the Upload Revision function (see below) to upload the revised file, replacing its original file on the grid.

• Select the document and click the Download icon, or click the Download link in the document row to display the Open/Save dialog.
  • If you select Save, you can save the file to a specified folder destination.
  • If you select Open, the document is opened in its native application (Word, PowerPoint, Excel, or your PDF reader).
  • If you have downloaded the Qvidian Add-In Toolbars and configured your system appropriately, you can use the Qvidian - Standard Add-in Toolbar to work with the opened document, presentation, or spreadsheet.

Upload revision

You can upload a file of the same type (Word document, PowerPoint Presentation, Excel Spreadsheet or PDF file) to replace the selected file. For example, you can download a document, edit the document in Word and save external to Upland Qvidian, select the downloaded document on the Built Documents grid, and then upload the edited document to replace its original.

Note: As the name of the file that is downloaded can be changed and then uploaded to replace its original file, it is important to make sure that the file you download and upload are the same.

1. Select the built document and click to display the Upload Revision dialog.
2. Retrieve the file and click Open. The Upload dialog re-displays with the File Name field populated.
3. Click Save. The file replaces the selected file on the Built Document's grid.

Submit content to the library

To submit this content to a folder in the library, click the Submit icon to display the Submit Content dialog where you can prepare the content for submission.

Upload to Salesforce

You can upload built documents and any accompanying files to the associated Salesforce account. The document will be under the Notes & Attachment section in the Accounts and Opportunity pages.

• Select the document to upload, select Upload to Salesforce from the drop-down menu next to the file type icon, and then click OK.

Preview

You can preview the content item that has been added to the component.

1. On the grid, select the item and then click the Preview icon. The Preview Image dialog displays where you can use these zoom controls to view the content:
2. From the Preview dialog, you can perform the following actions: Edit, Cancel Checkout, Submit, Move Up/Down, Copy, and Delete. The same directions to perform these actions are provided in this help topic.
3. Click Close when you are finished with the preview.

You can also use the page scrolling controls at the bottom of the Preview dialog to quickly view the content.

If unpopulated fields display in the content, it is because the Detect unpopulated fields option was selected on the Build tab.

Delete

• To delete one built document, click the X at the end of the document record in the grid.
• To delete more than one built document, select the documents (use Shift or Ctrl keys to select multiple items; an arrow at the left of the record indicates it is selected), then click the Delete icon. You are prompted to confirm.

Access a document's document type

If you have been granted permissions to architect document types, you can view and edit the document type's components. Once saving any modifications to the document type, you can re-open the Created Document and continue your work.

• To open the document type for the document on which you are working, click the Architecture icon at the top right of the page.

1. (Optional) Edit the name of the document that will display in the Title column on the grid.
2. (Optional) Select the Document Type from the drop-down menu. The Document Type determines the components in the document. If you change the Document Type, the change will only occur when you close and then re-open this document from My Work > Documents & Projects.
3. (Optional) Select a Style Template for the document from the drop-down menu. The templates available depend on the document format (Word or PowerPoint). The content will be formatted to the template's styles. Typically, these Style Templates were created for your use by a Content Administrator.
4. (Optional) Click the Calendar icon to select the due date from the calendar, or enter the date directly in mm/dd/yyyy format.
5. (Optional) Select the document's Status (Won, Pending, Lost or None).
6. (Optional) Enter the monetary Value of the opportunity. You must customize the grid columns to view this column.
7. (Optional) Click the Calendar icon to select the close date from the calendar, or enter the date directly in mm/dd/yyyy format. You must customize the grid columns to view this column.
8. (Optional) Enter the percentage probability that the opportunity will be closed in the Close Probability field. You do not need to enter the percentage symbol; it will be added when you tab to another field. You must customize the grid columns to view this column.
9. (Optional) Select the Team Name where you want to assign this document.
10. (Optional) Click the + to display the Assigned Users dialog and assign Owner(s) to the document.
11. (Optional) From the Is Complete menu, select Yes or No to indicate if the created document is finished.
12. (Optional) Enter any comments to further identify the document. You must customize the grid columns to view this column.
13. Click Save to save any changes.

Import File(s)

You can import (upload) one or more files containing content to use in the document. You can also submit this content to a library folder.

• Click to display the Import dialog. More on uploading content files.

Download

You can download (open or save) a Word document, PowerPoint presentation, Excel Spreadsheet, or PDF file that is listed on the grid. Once the file is downloaded, you can edit the file and then use the Upload Revision function (see below) to upload the revised file, replacing its original file on the grid.

• Select the document and click the Download icon, or click the Download link in the document row to display the Open/Save dialog.
  • If you select Save, you can save the file to a specified folder destination.
  • If you select Open, the document is opened in its native application (Word, PowerPoint, Excel, or your PDF reader).
  • If you have downloaded the Qvidian Add-In Toolbars and configured your system appropriately, you can use the Qvidian - Standard Add-in Toolbar to work with the opened document, presentation, or spreadsheet.

Submit content to the library

• To submit this content to a folder in the library, click the Submit icon to display the Submit Content dialog where you can prepare the content for submission. For more information on submitting content, see Submit Content from Microsoft Word.

Add comments

Add comments to the selected files to further identify them.

• Select the files and click the Comments icon to display the Add Comments dialog. More on adding comments.

Delete files

• To delete one or more documents, select the documents (use Shift or Ctrl keys to select multiple items; an arrow at the left of the record indicates it is selected), then click the Delete icon. You are prompted to confirm.

Access a document's document type

If you have been granted permissions to architect document types, you can view and edit the document type's components. Once saving any modifications to the document type, you can re-open the Created Document and continue your work.

• To open the document type for the document on which you are working, click the Architecture icon at the top right of the page.

To specify international settings, follow the tasks below.

1. Select the Culture (language/Country) that will dictate the Project information's format.
2. Enter the date formats to be applied to the Project's Due Date and Close Date.
   • Short Date example: m/d/yyyy (5/6/1996), mm/dd/yy (05/06/96), etc.
   • Long Date example: dddd, MMMM dd, yyyy (Mon, May 06, 1996).
3. In the Equivalent Of ’and’ field, enter the word or character that will be used as the equivalent for "and" in a Screen List Merge Code. The Selection Driven Content component (for example, Business Issues) you are adding will display in the merge code brackets (for example, <<BusinessIssuesList>>) when the content for this Selection Driven Content component is edited in the library. The "and" (or equivalent) is used to separate two Business Issues or separates the last Business Issue in a series.
4. In the Equivalent Of ’,’ field, enter the word or character that will be used as the equivalent for "," (comma) in a Screen List Merge Code. The Selection Driven Content component (for example, Business Issues) you are adding will display in the merge code brackets (for example, <<BusinessIssuesList>>) when the content for this Selection Driven Content component is edited in the library. The "," (or equivalent) is used to separate a series of Business Issues.

Example: Equivalent settings allow for something other than 'and' or a comma to be used when populating a sentence list merge code during a build. If you have a sentence list code used during document build, instead of using 'and', whatever term you put in place of 'and' will be used. Or, if your sentence contained a comma, an equivalent character would replace that comma.

If the sentence list would translate into something like this from a build: selection item 1, selection item 2, and selection item 3

If the equivalent for "and" was set to "XYZ" and the equivalent for "," was set to ";", the build would appear as such: selection item 1; selection item 2; XYZ selection item 3

5. When completed with this dialog, click Save .

Note: The grid can be customized to display any of these columns.

Access a document's document type

If you have been granted permissions to architect document types, you can view and edit the document type's components. Once saving any modifications to the document type, you can re-open the Created Document and continue your work.

• To open the document type for the document on which you are working, click at the top right of the page.