How do I create a template? (Administrators only)

How to create a template

As a customer administrator the first step you must perform is to create a template, this involves identifying the key words in your Microsoft Word template file that are to be completed by the users then uploading the file to OSS-ESPA. This is described in the following procedure.

NOTE: This topic is only for administrators or users with the Templates manager permission. If you are not an administrator or do not have this permission and simply want information on using templates and keys refer to Using templates.

In your Microsoft Word document, identify key words that are to be completed by the users, such as affaint name, date, report number, target phone number, and probable cause narrative. These keyword are all assigned an individual key. There are three types of keys: user, case and global.
Click if you require a description of the Key types
- User: use this for information that is specific to an individual user. This type of key uses data from the user's account that is the same for all their cases such as their name, badge number, agency, title, assignment, years of experience, training and experience. When this option is selected you can choose whether the user requires a small or large text box for the information using . The user can enter their personal information for these keys on their Manage user keys screen and then for each template they create this information is automatically populated.
- Case: use this for information that is specific to an investigation. This provides a section in the template for the user to manually complete details such as a report number, target phone number, service provider, date of records, and statement of probable cause. When this option is selected you can choose whether the user requires a small or large text box for the information using .
- Global: use this for information that is relevant to the entire organization. This replaces the key with a fixed value such as the date, ageny name, investigating agency, county, and district attorney. Users cannot edit these types of keys. The type of fixed value is selected in .
Insert [[ ]] around each key word that you identify. Note, these key words are later added to the Key management screen as detailed in How to create a key.

The following example shows keys inserted into the document. Note, keys do not have to have the same name as their description, for example you can create a key with the number "1" but assign it a description of "First Name".
Once complete, upload your template to OSS-ESPA. To do this:
1. On the main menu click Templates, then click Manage templates.
  
  The Template management screen opens.
2. Click Upload template.
  
  The Upload template screen opens.
3. In Name, enter a template a name.
4. In Description, enter a description for the template which is meaningful to you that may provide further clarification of the template's purpose which could not be included in the Name.
5. In Template type select the type of template you are uploading. This helps you filter the templates based on their type on the Template management screen and also when users are using the templates in their cases.
6. Click Choose file. Windows Explorer opens. Navigate to the folder containing your template file, select the required file then click Open.
7. If you are deploying an SRN then in Domains, select the external domain names that you want to have access to the template.
8. Optionally, in Sample, click Choose file to upload a file of any format, which provides a sample of the template's appearance when complete. This provides the user with an example of what the completed template looks like and therefore helps them author it appropriately. Windows Explorer opens. Navigate to the folder containing your file, select the required file then click Open.
9. Click Upload template.
For any key words you identified in your Microsoft Word document, you must now create keys in OSS-ESPA as described in How to create a key.

How to create a template

../CustomerAdmin/iqHowToCreateATemplate.htm#microcontent1

How do I create keys for templates? (Administrators only)

How to create a key

As a customer administrator, after you have created a template you must create keys in OSS-ESPA for the key words you identified in the template. This is described in the following procedure.

NOTE: This topic is only for administrators or users with the Templates manager permission. If you are not an administrator or do not have this permission and simply want information on using templates and keys refer to Using templates.

On the main menu click Templates, then click Manage template keys.

The Key management screen opens.
Click New key.

The Add key screen opens.
In Key type, select the type of key you want to create.
Click if you require a description of the Key types
- User: use this for information that is specific to an individual user. This type of key uses data from the user's account that is the same for all their cases such as their name, badge number, agency, title, assignment, years of experience, training and experience. When this option is selected you can choose whether the user requires a small or large text box for the information using . The user can enter their personal information for these keys on their Manage user keys screen and then for each template they create this information is automatically populated.
- Case: use this for information that is specific to an investigation. This provides a section in the template for the user to manually complete details such as a report number, target phone number, service provider, date of records, and statement of probable cause. When this option is selected you can choose whether the user requires a small or large text box for the information using .
- Global: use this for information that is relevant to the entire organization. This replaces the key with a fixed value such as the date, ageny name, investigating agency, county, and district attorney. Users cannot edit these types of keys. The type of fixed value is selected in .
In Key name, enter a name for the key which must match that in your template.
In Key description, enter a description for the key which is meaningful to provide further clarification of the key's purpose which could not be included in the Key name. This is displayed when the user is filling in the template details.
In Key sample format, you may want to enter an optional tip for the format or type of text the user should enter. This then appears as a light grey color in the template but disappears when text is entered. For example, if the key is intended to be an email address you could enter xxxxx@xxx.xxx.
In Key data type, the menu varies depending on what Key type you selected. Select the option for your key.
Click if you require a description of the key data types
- Global, it allows you to define what type of fixed data is to be included in the template.
  - Date time today: displays the current date time using the format MM/DD/YYYY, for example 11/09/2022.
  - Current month: displays the current month, for example November.
  - Current year: displays the current year using the format YYYY, for example 2022.
  - Current day: displays the current day of the month, for example 9.
  - Text: displays a small text box in where you can enter a short textual description. The text box allows you to enter a maximum of 108 characters.
  - Number: displays a small text box in where you can enter a number. OSS-ESPA verifies that it is a number that is entered rather than text.
- User or Case, it allows you to either select:
  - a small or large text box for the user to enter their information. The small text box allows you to enter a maximum of 108 characters. The large text box allows you to enter a maximum of 10 rows and 5000 characters. For example a title would require a small text box and a resume of qualifications would require a large text box.
  - Advanced drop down: allows you to create a type of key where the user can then select an item from a drop-down menu and this then automatically populates other keys in the template. For example, you may wish to create an advanced drop down for an assistant attorney such that when the user selects the assistant attorney's name then their additional details such as their telephone number, email, and address are automatically completed. For further information refer to How to create a pick list.
In Key order, enter a value to define the order the keys are displayed to the user on their Add/Edit template to case screen. The keys are displayed on this screen in three separate groups based on whether they are user, case or global keys, therefore each key type has its own set of numbers. For further information refer to Key order.
Click Save. Your key is saved and you return to the Key management screen.

How to create a key

../CustomerAdmin/iqHowToCreateAKey.htm#microcontent1

How do I fill out a template?

How to use templates in a case

Firstly, if you have not already done so, complete your User keys. These keys are specific to you, and are used to automatically complete information in the templates. This step is only required once; when it is completed the values you enter are used for all your templates in all your cases.
1. On the Main menu, click Settings then Account Settings.
  
  The Account Settings screen opens.
2. In User preferences, click User keys.
3. The Manage user keys screen opens.
4. Enter your details in each setting then click Save.
On your case's Manage case screen click Templates.

The Case template management screen opens
Click Create new.
In Choose a template, select the template you want to use to create your document.

Note, if you are unsure which to select you can select a name and if Download sample is displayed it means your administrator has uploaded a sample document to provide you with an example of what the completed template looks like and which therefore helps you author it appropriately. Click Download sample to view it.
Once you have selected your template, complete all the User keys, Pick list and Case keys displayed on the right-side of the screen, then click Save.

Note, if you have any Pick list keys then selecting an option from the menu automatically populates other settings in your template.

The Case template management screen opens.
If you want to download and view your document, click .

How to use templates in a case

iqHowToUseTemplatesInACase.htm#microcontent1

Using templates

Templates and Keys

Key tasks

How to create a template

How to create a key

How to use templates in a case