Using Templates to Streamline Your Day

Jennifer Wolfson, Marketing Services/Training Manager, Schnabel EngineeringPS-114

2 ©2012 Deltek, Inc. All Rights Reserved

Introduction / Learning Objectives

Typical Problems / Desired Solutions

Understanding the Merge Macro

Deciphering Merge Codes

Streamlining Office Forms Using Templates

Uploading Templates and Merging

Other Merge Template Uses and Tips

Other Kinds of Vision Templates

Call to Action

Agenda

Introduction / Learning Objectives

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About Schnabel and Me…

Schnabel

275+ Employee-Owned, ENR Top 10 Geotechnical firm

Geotechnical, Dam and Environmental Engineering

On Vision since March 2006

Currently on Version 6.1

Accounting and CRM Modules

Me

A/E Marketing for 16 years, 9 with Schnabel

Part of Schnabel’s implementation team

CRM Manager (and Training, too)

I drank the Kool-Aid….

5 ©2012 Deltek, Inc. All Rights Reserved

When we’re finished, you’ll be able to:

Understand template use in Vision

Create a basic template using Vision Macro Toolbar

Upload and use merge templates

Develop other uses for templates at your firm

Learning Objectives

Typical Problems / Desired Solutions

Typical Problem

Desired Solution

Another Typical Problem

Desired Solution

Vision 6.1 or higher

Accounting and CRM Modules

(CRM required for merge template use)

Custom Proposals not installed (required for graphics)

Some knowledge of Microsoft Word Mail Merges

Assumptions

Understanding the Merge Macro

Works with Microsoft Word to instruct Vision what data to insert into the mail merge

Requires administrator to grant access to Utilities/Download Merge Macro through security

What is the Merge Macro and Where Do I Get It?

Found under Add-Ins in Microsoft Word 2007

Parts of the Vision Macro Toolbar

Vision Field: Contains merge codes for all Info Centers

Vision Graphics: Retrieves graphics into the file

Vision Framed Graphic: Retrieves graphics into the file within a frame (uses text wrapping)

Available in all Info Centers (except user-defined, v7.0)

Setup access to merge templates through security

Which Info Centers Have Merge Capabilities?

Deciphering Merge Codes

Section codes: tells Vision which Info Center to use; always the first code in a template [Begin Employees] [End]

Individual entry: retrieves data in specific field in Info Center identified by Section code, single value [Lastname]

Relational/Individual: retrieves data from different linked Info Center, single value [Degrees:][Degree][End]

Relational/Unlimited: retrieves data from different linked Info Center, multiple values [Clients:][Name], [Employee Relationship][End]

Unlimited: retrieves data from a linked table in Info Center identified by Section code, multiple values[Licenses:][License], [Licensenumber][End]

Main Types of Merge Codes

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Standard or preceding/succeeding formats Standard: No formatting Preceding: Prints text before only if value present Succeeding: Prints text after only if value present Preceding & Succeeding: Prints text before AND after only if value

present

Merge Code Formats

[Begin Projects]¶

[Longname][{`¶

`(Primary Client: Name)}]¶

[Contacts:][Firstname] [Lastname][{`, Phone: `(Phone)}]¶

[End]¶

[End]¶

How Do Merge Codes Work?

Streamlining Office Forms Using Templates

Let’s Create a Sample Template

Uploading Templates and Merging

Need access to Configuration/General/Merge Templates

Be sure the template is in .rtf format

How to Upload Your New Template

Open contact record and select “Merge/Merge Current Contact”

Select the template you wish to use and select “Merge”

Name the merged file and click “OK” and then select “Open”

Merge Away!

Other Merge Template Uses and Tips

Staff Resumes

Some Ideas for Merge Templates

Project Profiles / Cut Sheets

(yes, even without custom proposals)

Some Ideas for Merge Templates

And lots more!

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Insert the graphics filepath on Files Tab in Vision, then insert that merge code into your template.

Graphics Workaround Without Custom Proposals

Practice is key to recognizing common mistakes(no begin, end, missing brackets, separators, etc.)

Don’t copy and paste…use Vision Toolbar

Use custom fields and gridsCustom fields: KB Article #33432

Custom grids: KB Article #34886

Watch file formats when saving—be sure to use .rtf

Test it, test it, test it…then test it again!

Template Tips

Other Kinds of Vision Templates

Email templates

Client communications

Data followup

Project templates

Common project setup (tasks/subtasks, etc.)

Opportunity “templates”

Common opportunity setup

More Templates to Streamline Tasks

Sample Email Template

Sample Project Template

Under Configuration, Project Templates, setup Project Templates to standardize things like Tasks, Subtasks, etc.

Sample Opportunity “Template”

Call to Action

Deltek University Vision 6 Proposals Mgmt

Customer Care Knowledge Center

Vision Users Groups

Other Insight Sessions

PS-50: Streamline Your Business with Vision Workflows

PS-81: 30 Workflow Automations to Save Time and Money

PS-205: Using MODI to Create Quick Proposals

PS-167: Marketing Round Table

Usability Lab: Test Proposed Changes to Custom Proposals Module

Want More Information?

Thank You!