Files: Templates

We love providing productivity tools to our Customers. Templating is one of those!

This guide will explain how to create templates and then use them to produce documents.

Our templating tools help you produce documents quickly and accurately, pulling through the latest data stored in the Workspace. No more copy and pasting information or copy typing! 

 Just follow these 3 easy steps which we explain in this guide:

• add data tags to your base document - this could include variables such as name, date of birth, role, salary

• save the document as a template

• use the template to produce a fully populated document

You need to start with a Microsoft Word document, in .docx format

If you have a word document in another format by going "Save as" and selecting the .docx file format. The document may not be as stable, but worth a go!

You can find the data tags in two different places:

(1) From the Workflow: 

• Go to a Workflow that has the data fields you want in your document
• Click on the settings button next to the data field
• Click on the Data tag in { THIS } format to copy

(2) From a Crew Profile: 

• Access a Crew Profile
• Click on Files
• Click +generate file from custom template
• Click on the Data Tag in { THIS } format to copy

Each data tag relates to a different data field within your Workspace

In every location that you paste each Data Tag, the data will be pulled through from your Workspace

Simply find where you want the data to appear in your document and paste the tag.

You can use your normal formatting tools as normal to suit your document styles 

Save your document somewhere accessible - we will add it to your Workspace at the next step  

Templates can be created and saved onto a:

• Group - the template is available for your Workspace Users to create a file for any Crew Member in the Group

• Workflow - the template is available for your Workspace Users to create a file for any Crew Member associated with the Workflow

• Crew Profile - the template is available for your Workspace Users to create a file for that Crew Member only

Within your Workspace your template can be added to a: 

• Crew Profile 
• Group or 
• Workflow

It can also be saved somewhere locally on your system for ad hoc use

Saving to a Group

A template saved to a Group will be available to use in respect of any Crew Member in that Group.

Example: 

• You have a standard SEA for all crew on the Vessel M/V Expedition Arctic 
• You have a Group called M/V Expedition Arctic and add the SEA
• All your Crew on M/V Expedition Arctic are added to that Group 
• The SEA template is available to produce an SEA for any of those Crew Members

Saving to a Workflow

A template saved to a Workflow will be available to use in respect of any Crew Member associated with that Workflow.

Example: 

• You have a standard SEA for all Chief Officers 
• You have a Workflow that all Chief Officers are associated with
• You add the template SEA to the Chief Officer Workflow
• The SEA template is available to produce an SEA for any Crew Members associated to that Workflow 

How to save a template for future use

Once you've decided whether to save to a Group or Workflow simply head to that location and click on Files and then +Add a File

Templates cannot be shared with Crew

Navigate to the Crew Member that you want to create a document for.

If they have more than one Profile with you, make sure you are in the right one.

Click on Files

If there are no templates appearing and you want to use one which is saved elsewhere, click the button Generate file from custom template. On the modal that opens up you can choose your template file.

If the Crew Member is associated with any Workflows or Groups that have templates attached, they will appear here, with a button Use this template.

Click on this button

The modal that appears will show which data tags the document has, and which of those you have data for in the selected Crew Profile.

If data is missing you can type the information in (or n/a or a dash where you don't have the data).

You can then download the document - for example if you need it to be signed - or save it to Crewdentials.

If you select Save to Crewdentials it will appear in the Crew Files.

By default, the file will not be shared with the Crew Member but all you need to do is change the toggle switch

If you delete a file from the Crew Files section, it will be removed from the individual's Crew Profile. We therefore recommend that any documents that need to be kept by Crew Members, such as signed SEAs, salary letters etc are shared via the Document Workflow see this guide here