CONTRACT TRAINING | Proposals

Creating Default Templates in Proposals

Once the Document Editor is installed, you will be able to create all your proposal documents.  The concept in this program is creating a template for your proposal.

  1. In the Proposal Management screen, click Create Default Templates.  

  2. In the File Name text box, create a filename.

  3. Once a document has been created, click the Save as Template button.  

 

 

The purpose of creating documents in Create Default Template is to create a stand alone template that will not be linked to any other document. This is why you would want to use the Create default template rather than create new documents in the Proposal Document mode.  In the Create default template mode only the follow buttons will be available to you: Save as Template, Delete, and New Document. These are only available because this program is set to do certain functions and that is to allow you to create and save a clean, unincumbered template.

 

Defining Terms

  • File Name: This text box is used to create names for documents you create.

  • Save as Template: This button saves the document as a template, which means if edited, the shell of document will remain the same and only the contents will change as dictated by the user.

  • New Document: This feature allows you to create another document with a new sheet of paper.

  • Delete: You may delete any template listed in the Show Saved Documents panel.

  • Save as PDF File & Preview : Does NOT activate in this mode. This is a Document Editor function.

 

The show and hide saved documents is a toggle link that allows you to see all the templates.

 

 

Stores all saved templates. This is an area where all proposal templates are stored and can be selected from here and opened.

0 = Original templates

# = (another number) Template create from another document.  

 

Creating a Proposal Template

This process can help expedite the proposal and contract process and save time from redundant tasks. Most users have a proposal and contract style already established and most likely it is in a Word format. You will be able to copy and paste portions of the text  that usually do not change in the proposals/contracts. Then you will apply the Merge Fields feature that will customize each proposal/contract such as price, type of service, venue, etc.  You will usually create a proposal first with the understanding that if accepted, it turns into a legally binding contract.

 

The best place to create a document is in Create Default Templates. Each new template should be created in Create Default Templates because it ensures a stand-alone template without links to other documents.

Create document template by either copying and pasting from existing MS Word Files or by typing text from scratch.

 

  1. Click on Contract Training, Proposals, and then Create Default Templates.

  2. You will be working on a screen similar to the one below.

 

 

  1. Retrieve a former proposal document.

  2. Select the text and copy.

  3. Open Lumens program and open Create Default Templates.

  4. Click Edit, Paste.  

  5. Click Save as Template. 

 

Merge Field Features

The document has to be saved, closed, and reopened prior to merging fields.

(Pretend this is the information you entered)

Now you are ready to use the Mail Merge feature.

 

March 28, 2010

Kathleen Brady

KBR Design

26 Peggy Lane

Portsmouth, RI  56789

 

RE:   Building Tools for Companies

 

Dear Kathleen,

 

This is a proposal to offer enrichment classes to the staff at  KBR DESIGN.

The leaning outcomes are:

Proposed Classes are:  

 

 

                   

Thank you for the opportunity to submit this proposal.

       Learning Connections, Inc.

       201 Wayland Avenue

       Providence, RI  98765

       FAX 467-486-3245

 

Thank you,

MarySue Linden

 

  1. Click on Mail Merge.

  2. Click on Insert Merge Fields.

 

Replace Data

 

  1. Click Save as Template.

 

Merge Block Feature

The Merge Block feature enables fields that may contain multiple values to display all values for that field. For example, there may be multiple classes that are being proposed in a single proposal. Therefore, there would be multiple values for all fields associated with the class records. (i.e. class title, class cost, class price)  The feature will always be available where ever the Document Editor can be opened. The first step in applying this feature is to create a table. Though tables can be added for other purposes besides merge block, the details below are applicable only to the merge block feature.

 

Add a Table

From the Document Editor:

  1. Click Table, Insert, Table and select one (1) row and however many columns your design requires.

The reason you want to choose one row verses two or more is because it will auto-populate according to the information.

The computer will do the work for you.   

 

 

Once you have the table, you will want to place a field value in each cell.

  1. Click Mail Merge and click on the merge field titles.

You can choose more than one field in a cell and increase the size of the cell by using the enter key on the

keyboard.  

 

 

  1. Select the whole table or all the contents in the table.

  2. Click Mail Merge

  3. You will get a pop-up dialog box when successful. There will be no other indicators that will tell you that the task has been completed.

 

 

Edit Merge Block

To make changes to the table in Document Editor.

  1. Select the template from the Show Saved Templates.

  2. Click Mail Merge, Edit Merge Block.

 

Removing a Merge Field

 

  1. Select merge field you want to delete.

  2. Click Mail Merge in the menubar, and click Remove Merge Field.

 

Underlying codes may exist if the contents in the cell is selected and deleted which may cause problems.