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Creating a text template

Text templates are used for prints such as mail, bulk mail, quotes, data sheets, work instructions or menu cards. They contain references to lists and database fields. Deleting or changing the linked lists or references can have major consequences. Create or change templates carefully. If you have any questions, please contact the Bp Event Hotline or your Bp Event Account manager.

Text templates can be of three different types: Datenblatt Data sheet, textverarbeitung Word processing or docSection Other. Each text template refers to exactly one table (accounts, events, etc.), can access corresponding database references and lists and is offered for selection in this context.

Depending on the type and linked table, additional information may be possible and/or required. Due to the large number of different options, only the most important ones are explained here; other details are largely self-explanatory or explained in the help text for the input fields.

  • Open a new text template

    Text templates can be created from scratch, but in many cases it is advisable to copy and adapt an existing text template with all references and lists ().

    1. In the function bar, go to Vorlagen Templates > vorlage briefexpand Text templates > neu New creation and select the company if necessary.M. The input window for the new text template opens.
    2. To assign the new text template to several companiesM, go to betrieb in the horizontal toolbar of the template and activate the desired companies.
    3. Enter a descriptive name and a unique abbreviation for the template. The abbreviation can be used to quickly assign a template when creating a new letter. The name and abbreviation must be unique and cannot be used more than once. For more  details on a template, use the field Description.
    4. Select the group/type of template from the expandable selection list. Searches and filters are optimised via the template type.
    5. Select the user groups for which the template should be visible .
    6. Use the icon Administration Display only for configuration to mark templates that are only used in the context of lists or other templates and should not be displayed to users in the operational business.
    7. Select a template type: Datenblatt Datasheet template, vorlage brief Word processing template ordocSection Other . Select docSection Other only for text breaks or text modules that are only used within other templates.
    8. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Define data sheet templates

    Select a Datenblatt data sheet templateto summarise data in a specific context. Data sheets are only available for a limited number of tables.

    1. Enter a storage location for data sheets for addresses, articles and events, which can be edited and stored in the data record, and separate subfolders with "/".
    2. The folder or subfolder appears in the data record as soon as a data sheet based on this template is dragged and opened for editing and saving in the directory.
      Example: Data sheets/technology or data sheets/kitchen
    3. All data sheets for other tables can be edited and exported, but not saved internally.
  • Define word processing templates

    Select a textverarbeitung word processing template for all other templates that should either be directly available to users or used indirectly in other templates.

    1. Select textverarbeitung Word processing > Briefe Letters orBriefe Mail merge for real correspondence. Other text templates can also be used as letter or e-mail templates, but are only offered in a special context.
      Example: a template of the type personnel enquiry is only offered at personal personnel > Anfrage enquiries , a letter template is offered at Briefe communication > Briefe letters/emails
    2. If necessary, enter a formula in the field Usage rule to set additional conditions for using the template.
      Example: Offer templates only up to a maximum amount
    3. The subject can be pre-assigned or Funktion deformed . When assigning a cover letter based on a different vorlage brief text template , the original subject is retained.
    4. If a template is marked as E Mail Email , further input fields appear for Prio normal Priority, Lesebestaetigung Read confirmation and E Mail Anschreiben Cover letter.
    5. A E Mail Anschreiben cover letter for the e-mail can also be pre-assigned:
      1. Activate the icon E Mail Anschreiben Cover letterin the top toolbar. A new tab appears E Mail Anschreiben Cover letter, the text of the email becomes Text als Anhang Attachment.
      2. Click on  Text als Anhang Copy to copy the text of the email into the cover letter. Alternatively, assign a different vorlage brief  text template.
    6. In addition, Anhang attachments and Adresse recipients can be pre-assigned.
      1. Attach available vCard Own Business cards or Calendar entries via the buttons above the attachment list.
      2. Click on neu Add external import festplatte files, DokumentenAblage Liste documents from packagesM, vorlage brief templates or other vCard business cards as attachments, and also FunctionBuilder event sheetsfor event templates only.
      3. Activate above the list Accept all files without promptingto automatically attach the attachments to emails each time without prompting.
  • Create the template text

    Enter the main text of the template on the front tab .

    1. Write the desired text or paste a text from the clipboard via paste (Ctrl+V).
      Note: The icon becomes active as soon as the cursor flashes in the text field and there is text in the clipboard.
    2. Click on vorlage briefexpand and select text modules or other ready-made templates to insert them.
    3. Format the text using the tools in the horizontal toolbar.
  • Insert covers

    References are references to other fields in the database. The type of template determines which tables in the database the template can access and which database references can be inserted.

    1. In the lower toolbar of the text tab, activate Bezug References to see all database references.
    2. Click on Datenbankfeldexpand Database references insert in the horizontal toolbar to select the higher-level category of the desired reference.
      Example: Benutzer User > User name and signature; Bezug Extras > Current date etc.
    3. Number fields, truth values, date or time fields may need to be formatted/determined. Enter the format in the input window and confirm with OK.
    4. Create recurring texts once and refer to them in text templates.
      Ex.: Create a standard text under  Administration Administration > Administration Settings > dropdownVA Events > Texte Texts > Offer text 1 and insert this text in the template via  Datenbankfeldexpand Insert database references > Administration Administration > Offer text 1 [text] .
      Note: only the name of the reference appears in the text template, the real text only appears in the document itself. You can display database references via Bezug .
  • Insert images

    Auch Bilder aus verschiedenen Quellen können in den Brief eingefügt werden.

    1. Über Bildexpand Bild in der Werkzeugleiste des Textfensters fügen Sie Bilder Bild in Verlauf in den Textverlauf oder Bild auf Seite auf Seite ein.
      1. Wählen Sie in den Textverlauf, um das Bild passend in den Text einzufügen.
      2. Wählen Sie auf die Seite, um das Bild an jede beliebige Stelle zu schieben.
    2. Suchen Sie das gewünschte Bild.
      1. Für extern gespeicherte Bilder wählen Sie Bild einfügen > import festplatte Von Festplatte laden. Das Fenster Ihres Explorers öffnet sich. Wählen Sie mit Doppelklick ein Bild aus.
      2. Für Bilder aus der Zwischenablage wählen Sie Bild einfügen > zwischenablage Aus Zwischenablage laden. Die Option wird nur angeboten, wenn tatsächlich ein Bild in der Zwischenablage gespeichert ist. Alternativ verwenden Sie das Tastenkürzel Strg+V.
      3. Für Bilder, die unter einem anderen Datensatz gespeichert sind, wählen Sie Bild einfügen und den Ablageort des Bildes.
      4. Für Bilder einer angeschlossenen Kamera wählen Sie Bild einfügen > scanner Integrated Camera.
    3. Ändern Sie Größe und Auflösung der eingefügten Bilder für den Druck oder die Ablage über Bildexpand > Bildoptimierer Bilder für den Ausdruck optimieren. An der selbenStelle oder im Kontextmenü (Rechtsklick auf das gewünschte Bild) finden Sie weitere Formatierungsoptionen.
    4. save Speichern Sie Ihre Änderungen.
  • Exchange images

    Bilder, die unter Vorlagen Vorlagen > Album Album gespeichert sind, können über das Kontextmenü (Rechtsklick) im Textverarbeitungsdokument ausgetauscht werden. Ob die Bilder auf der Seite oder im Textverlauf eingefügt wurden, ist egal.

    1. Markieren Sie das gewünschte Bild im Brief und machen Sie einen Rechtsklick.
    2. Wählen Sie Album Albumbild > Akquise Austauschen. Es öffnet sich eine Lister aller anderen Albumbilder, die entweder dieselbe Kategorie 1 oder 2 haben.
    3. Left-click the new image. The format of the new image will automatically be adjusted.
    4. save Speichern Sie Ihre Änderungen.
  • Optimise the size and resolution of the image

    The size of the image in relation to the resolution is decisive for the image quality and the required storage capacity. The higher the resolution (e.g. 300 dpi) the better the image quality and the higher the required storage capacity. The Info field shows you the current size of the image in points and the size of the file in kB.

    1. Right-click on the image and select Bildoptimierer Optimise, then enter the resolution. The default values for photo print (300dpi), standard print (150dpi) and screen (96dpi) can be overwritten.
    2. bb crop Crop the image to fit, bb rotate gu Rotate or bb flip hor Mirror as needed.
    3. Select  Retain resolution to keep the original resolution when resizing. Reducing the size improves the image quality.
    4. The option bb proportional Retain proportions is enabled by default. Disable it to change the length and width ratio of the original.
    5. Adjust Width and Height of the image in cm.
    6. Reverse changes step by step by clicking bb undo Undo.
    7.  Confirm the changes.
  • Insert lists

    Depending on the type of text template, certain lists can be integrated into the word processor and also edited.

    1. Click on Angebotgen Listeexpand Insert lists in the horizontal toolbar to select the parent category and an existing list.
    2. Change an inserted list by right-clicking on the list name and Listen Aendern Open list.
      Note: Changes to the lists can have an impact on many text templates. Make changes carefully ().
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Copy and change an existing text template

    If you want to adopt the references of an existing text template but change the text yourself, copy the template and customise it.

    1. Go to Vorlagen Templates > vorlage brief Text templates > suche Search for suitable templates.
    2. Select the template in the list by left-clicking on it.
    3. Click on Kopie Copyin the horizontal toolbar.
    4. The copy of the text template opens.
    5. If necessary, change the name, attachments, type or other settings of the text template (, ).
  • Change the text of the template

    Display the database references to avoid deleting or changing them unintentionally if you only want to customise the text itself.

    1. In the lower toolbar of the text tabs  Bezug Show 4D expressionsto see all database references. All lists and database references are highlighted in grey and must not be changed.
    2. Only change the texts that are not highlighted in grey.
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Highlight text graphically

    There are several options in the toolbar to visually highlight text that is not already specially formatted in the template.

    1. Select the text by left-clicking and holding down the mouse button, then select in the toolbar:
      1. Textmarker gelb Background colour: highlights the text with a yellow, green, red or blue background, custom colours are available.
      2. Farbe Font colour, background colour and text effects: offers further options for text formatting such as font colour and font style
    2. Copy an existing style from one word or paragraph to another:
      1. Select a word or paragraph that is already formatted.
      2. Click on the dropdown triangle next to copyFormatexpand Styles and select Copy styles.
      3. Then select the text to which the format is to be transferred and click on copyFormatexpand > zwischenablage Apply styles (text or paragraph styles as well as tab settings).
    3. Speichern Speichern Sie Ihre Änderungen.
  • Insert breaks
    1. To insert a line break, select a position in the text.
    2. Click on the expand triangle next to UmbruchexpandInsert break in the toolbar.
      1. Umbruch Page break
      2. Umbruch Spalten Column break (table) or
      3. Umbruch Zeile Line break.
    3. For page breaks with totals and carry-over in invoice templates, please contact your Bp Event Account manager.
  • Insert tables
    1. Open a text template or create a new template. (Creating a text template)
    2. Place the cursor in the text field at the point where you want to insert the table.
    3. Click on the expand triangle next to tabelle 32expand Table in the toolbar and specify how many rows and columns are to be inserted.
    4. Specify Cell colour, Frame andColumn width and confirm your entry by clicking OK.
      Alternatively, right-click on the table to open the context menu and make changes to the tabelle table (frame, background, spacing, add, delete, etc.) there.
    5. Label the individual rows/columns or insert database references.
  • Insert a table of contents

    Insert a table of contents into long text documents such as quotes by first selecting all the headers and then creating an index with page numbers.

    1. Markieren Sie im Dokument den gewünschten Text und weisen Sie mit Rechtsklick (Kontextmenü) über den untersten Punkt inhaltsverzeichnis Inhaltsverzeichniseintrag hinzufügen dem Text eine von fünf Verzeichnisstufen zu. Alternativ weisen Sie die Stufe über die horizontale Werkzeugleiste inhaltsverzeichnis Inhaltsverzeichnis > neu Ihaltsverzeichniseintrag > neu Stufe zu.
      Bsp.: Dienstag, 1. März, Mittwoch, 2. März, Donnerstag, 3. März -> Stufe 1; Zeitlicher Ablauf, Räume, Kostenschätzung -> Stufe 2
    2. Alle inhaltsverzeichnis eintrag Inhaltsverzeichniseinträge werden unter inhaltsverzeichnisexpand Inhaltsverzeichnis angezeigt und können dort direkt bearbeitet werden:
      1. suche Shown in the document: The cursor jumps to the ToC entry that is highlighted in blue.
      2. edit Change text: The text is changed both in the document and in the table of contents.
      3. inhaltsverzeichnis level Change level: The entry is assigned a different level in the ToC, visible after refreshing.
      4. delete Remove: The entry is removed from the table of contents.
    3. Sobald alle Texte markiert sind, setzen Sie den Cursor an die Stelle im Dokument, an der Sie das Inhaltsverzeichnis einfügen wollen und klicken auf inhaltsverzeichnis Inhaltsverzeichnis > Inhaltsverzeichnis einfügen.
    4. Um nach Änderungen das Inhaltsverzeichnis anzupassen, klicken Sie auf inhaltsverzeichnis Inhaltsverzeichnis > inhaltsverzeichnis Inhaltsverzeichnis aktualisieren bzw.seitennummer Seitenzahlen aktualisieren.
    5. Die Formatierung des Inhaltsverzeichnisses sollte in der verwendeten Vorlage definiert sein. Möglichkeiten für individuelle Einstellungen finden Sie unter inhaltsverzeichnis Inhaltsverzeichnis > Einrichtung Einstellungen.
    6. save Speichern Sie Ihre Änderungen.
  • Lock the document for changes

    Use document protection to block entire documents or parts of documents from being changed. Document protection can be used in text templates (e.g. invoices), lists or mail/email.

    1. Click on the expand triangle next to lock openexpandLock in the toolbar and select lock open Document to lock the complete document and forbid editing.
    2. The icon changes to lock  and the document is now locked for changes.
    3. To release partial areas for changes, select the area and click on lock openexpand > lock open Unlock document.
      Note: Use lock open Unlock document only by users from group to authorise one specific user group to edit the document.
  • Insert sections for formatting

    Sections separate a template into different areas with different formatting.
    Example: Page 1 to 3 portrait format, page 4 landscape format, from page 5 portrait format with narrow margins etc.

    1. Select the position in the text where you want to insert a new section.
    2. Click on the expand triangle next to docSectionexpand Section in the toolbar and select neu  New section.
    3. The text is moved to a new page from the marked position and a new section break is inserted at docSectionexpand
      Note: You can Umbenennen Rename the individual sections for better readability.
    4. Keep the cursor in the text field of the section and click on docSection to edit the settings further.
    5. Select a different format (e.g. landscape format), enter settings for margins, spacing, columns etc. for this section.
      Note: The height and width of the header, footer and text can also be changed per section using the ruler at the top and left of the text.
    6. Then insert another section at a suitable point if only one specific area is to be displayed in the different format.
  • Create a new style sheet

    If you create style templates in the administration and transfer them to your templates and lists, changes (corporate identity) will only need to be applied in one place in future.

    1. Go to the Administration Administration tab in the function bar and select Administration Settings > textformat Text template.
    2. Enter a text in the text field.
      Note: this is about creating font styles, the text entered here is irrelevant, just a few letters are sufficient.
    3. Format the text using the tools in the horizontal bar. (colour, font, font size, underline, etc.)
    4. Select the text and click on the expand triangle next to StyleSheetexpand Style sheet > neu New text style sheet.
    5. Enter a unique name for the style sheet and confirm the entry by clicking on OK.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Edit style sheets

    Standard style templates are edited in the administration and can be transferred to all templates in which the text styles are used.

    1. Go to the Administration Administration tab in the function bar and select Administration Settings > textformat Text template.
    2. Enter a text in the text field.
      Note: this is about creating font styles, the text entered here is irrelevant, just a few letters are sufficient.
    3. Format the text using the tools in the horizontal bar. (colour, font, font size, underline, etc.)
    4. Click on the expand triangle next to StyleSheetexpand Style sheet and select edit Copy current settings to template, then select the style template.
    5. Confirm the message by clicking Overwrite settings.
  • Insert style sheets into text templates

    Font styles that are defined as style templates under Administration Administration > Administration Settings > textformat Text template can be used in text templates. If the style changes, it is edited in the administration and only needs to be updated in the individual templates.

    1. Open an existing text template or create a new template.
    2. To apply a style sheet, select the text, click on the expand triangle next to StyleSheetexpand Style sheet and select a suitable style sheet.
      Note: If no current style templates are available or they have been changed in the administration in the meantime, first click on StyleSheetexpand Style sheet > refresh Update standard style templates.
    3. The text is formatted according to the style sheet specifications.
    4. Repeat the process for all texts as needed.
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Insert style sheets into lists

    While font styles for references (4D expressions) are adopted directly in the text template, all lists used in text templates must be formatted separately.

    1. Open the list in a text template by right-clicking on the list name and selecting Liste Aendern Open list.
    2. Go to the textformat Word processing tab in the list
    3. Select the text, click on the expand triangle next to StyleSheetexpand Style sheet and select a suitable style.
      Note: If no current style templates are available or they have been changed in the administration in the meantime, first click on StyleSheetexpand Style sheet > refresh Update standard style templates.
    4. The text is formatted according to the style sheet specifications.
      Repeat the process for all the texts in this list.
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Edit style sheets for one document

    If text styles are used in a template, changes can be made to these styles in the document without changing the template.

    1. Create a new letter, a new e-mail with a template in which different font styles are used. (Writing a mail or Writing an email)
    2. Select the text that was formatted using a font style.
    3. Format the text using the tools in the horizontal bar. (colour, font, font size, underline, etc.)
    4. Click on the expand triangle next to StyleSheetexpand Style sheet and select edit Copy current settings to template, then select the style template.
    5. Confirm the message with Overwrite settings.