How to Set Up One Pass Template for Administrators

The one Pass Template allows your users to make ClientPoints as quick and error free as possible. With a little bit of setup from you, the admin, your users will certainly thank you later!

Setting up your Word Document for One Pass Template

There are a few steps to get through as you prepare for a One Pass Template.

1. You must know how to use Merge Tags and understand the concept of creating merge documents for your ClientPoint. If you’re unsure, please check out our knowledge base articles about using merge tags and once you get the hang of it, meet me back here.

Note: IF you want to add a rich text editor (HTML) for your users, be sure to add an HTML merge tag in your document where you wish the rich text to be added. It could be variations of: ^HTML_List^ ^HTML_Letter^ ^HTML_AboutUs^

2. IF you are going to utilize conditions in your documents, now is the time to add those into your merge document. For more information, please check out our One Pass Template- Syntax for Conditions [Link to Knowledge Base article] Knowledge Base Article.

3. Once you have your document(s) uploaded into your content library as an Advanced Merge Document, it’s time to build that One Pass Template! Note: Not sure how to upload your document? Be sure to check out this Knowledge Base Article.

How to enable One Pass Templates in your system

1. Go to Settings
   
   
   
   
2. Choose Advanced Settings
   
   
   
   
3. Choose Advanced Configuration
   
   
   
   
4. Find Recipient Viewer Configuration and next to "Default Set or Hide One Pass," ensure Hide is unchecked.
   
   
   
   
5. Don’t forget to hit that Save button!

Let’s create a One Pass Template

1. Go to New Template
   
   
   
   
2. Fill in your Template Information and enable One Pass Generation
   
   
   
   
3. Click Save & Continue
4. ClientPoint will take you to the Form Builder

Form Builder

Here’s how the Form Builder works

1. Drag and drop a single panel or double panel
   
   
   
   
2. On the Panel, choose the pencil to edit the name of the panel. Remember, this is important for your users to understand what exactly they’re filling out. For example, if you name the panel “Client Info,” they’ll know that this section is for client info.
   
   
   
   
3. Provide the name and choose Save.
   
   
4. Repeat this step as many times as necessary.
   
   
5. Now you may drag and drop the Form Items into your single or double panels. These are essentially different ways for your users to add content into their ClientPoints.
   
   
   
   
6. Let’s break these options down:
   • Text: This option is an opportunity for your users to fill in text that will be on one line. Think of these as most of the merge tags you provided in the merge document. For example: ^Client^ or ^Company^.
   • Textarea: As you know in merge tags, when you use the textarea merge tag, you’ve added a place for your users to fill in text with multiple lines. For example: ^TEXTAREA_IntroParagragph^
   • Radio:  This gives your users the ability to choose only one option of content, from two or more options in a checkbox feature.
   • Dropdown: This gives your users the ability to choose only one option of content, from two or more options in a dropdown feature.
   • Checkbox: This gives your users the ability to choose multiple pieces of content, from two or more options in a checkbox feature.
   • Text Editor: Here is your HTML option! IF you added the HTML merge tag (^HTML_Example^) into your merge document, this is something you’d want to drag and drop into your form builder. This option allows your users to use an html text box and freely add text in different font styles and colors to their documents.
   • Product Selector: The product selector users to select items from your Product Library, to be imported into merge documents within your template.  When adding the product selector, ensure that you select which Workspace(s) you wish to import your products from. 
     IMPORTANT - Products will not be editable when selected from the One Pass template.
     
     
7. This next step can be done one-by-one as you add the form items or after you have dragged and dropped all of your form items. You must choose the icon at the top right of each one, to further edit them.
   
   
   
   
8. This step is incredibly important, as this is how you will be able to associate these form items with the merge document you worked so hard on!
   
   
   
   
9. Let’s break these down:
   
   • Label: This is the same title as the label you updated for the form item title. It should be auto-filled.
   • Tag Name: This is the field where you’ll add in your merge tag, without the carrots. For example: if your merge tag is ^Company^ you’ll fill in Company. 
   • All API Fields: If you’re associating these form items with sections from your SalesForce, you’ll add those here. Please reach out to support@clientpoint.net for assistance.
   • Sub Form Unique Identifier: This is for Checkbox, Radio, and Drop-Down fields only.  Sub Forms allow you to prompt additional fields, based on whether that particular option is selected (like having a template within a template!).  See our Sub Forms article for more information on creating Sub Forms for your One Pass templates.
   • Placeholder:  To help your users understand what content should go in this field, you could provide a hint here. For example, if you want them to fill in the customer’s nickname, you would fill the placeholder with “Customer nickname” and it would show in gray text for your users to help prompt them.
   • Help Text: If you think your users will still need help understanding what this form item is for, this is an opportunity for you to explain. For example: “This is where you’ll fill in the Company Name.”
   • Is Required?: Check this box if you would like this to be a required form entry in your users’ ClientPoints. If you leave it unchecked, it will be left as optional.
     
     
10. Now that you’ve completed your form builder section, you must choose Next Step. Next Step is your save button, so don’t forget to click it!
11. ClientPoint will take you to the Tree Builder.

Tree Builder

The Tree Builder is to help users include or not include documents, or content within documents, based on the selections created in the Tree Builder. If you set up conditions within your documents, you can relate them to the OnePass template here.

Keep in mind that this step is optional and you may skip this step. If you’re unsure, please see our One Pass Template- Syntax for Conditions Knowledge Base Article.

Here’s how the Tree Builder works

1. Choose Add to root
   
   
   
   
2. Fill in the necessary information in the fields.
   
   
   
   
3. Let’s break these fields down:
   
   • Group: This is the title of the group of documents that will be included in your subset. For example: If you have a specific division in your company that uses specific documents for their ClientPoints, such as HR, you would call this group: HR.
   • Input Type: You have two options to choose from, to give your users, Radiobox and Checkbox. Remember from earlier, that the Checkbox allows your users to choose multiple options with a checkbox feature and the Radiobox allows your users to choose only one option, out of multiple options.
   • Input Value: The input value is the really important field that is used to associate this feature to the merge document you created. Fill in your merge tag here, excluding the carrots.
   • Input Label: This field is essentially the field name that will be visible to your user. This will need to be something they’ll easily understand.
   • Sub Form Unique Identifier: Sub Forms allow you to prompt additional fields, based on whether that particular option is selected in your form, tree or a specific product is selected in your product selector.  For more information on creating Sub Forms, see our Sub Forms article.
   • API Fields & Relationship Name: If you’re associating these form items with sections from your Salesforce, you’ll add those here. Please reach out to support@clientpoint.net for assistance.
   • Help Text: If you think your users will still need help understanding what this form item is for, this is an opportunity for you to explain. For example: This is the document with XYZ information. Choose this, if...
     
     
4. Once filled in, choose Save.
   
   
5. You may repeat this process as many times as necessary. For example, if you have three different divisions, you’d repeat this three times.
   
   
6. Now that you’ve added your roots, it’s time to fill these in with one or more branches, if needed. For example: If your HR department has dozens of documents to pick from for their ClientPoints and you want to make sure they’re choosing the correct ones, you’re going to need to add those options here.
   
   
   
   
7. On your Root/Group Header, choose the plus sign icon.
   
   
   
   
8. The same field entry box will pop up and you must fill in the necessary information like before. Next to Input Label you may choose the plus sign icon to add multiple branches/documents. For example, we’re in the HR Group and we want to add 10 documents for your users to choose from. You’ll add all 10 here. If you chose Radio box as the Input Type, your user will only be able to choose 1 of those 10, however, if you chose Checkbox, they’ll be able to choose more than one.
   
   
   
   
9. You may repeat this process as many times as necessary. For example, if you have three different divisions, you’d likely repeat this three different times to make sure each division has their documents associated. Here’s an example of what it could look like:
   
   
   
   
10. Now that you’ve completed your Tree builder section, you must choose Next Step. Next Step is your save button, so don’t forget to click it!
11. ClientPoint will take you to the Files section

Files

This section should look very familiar! It’s the same page you’d see when creating a normal template or ClientPoint.

How to add files into your One Pass Template:

1. On the File Screen within the template
2. Double click on your documents from the content library
3. Clear out the fields so that they’re empty for your users, and hit submit or skip.
   
   
   
   
4. If you need to create conditions for your documents, you can do this from the files section, too! Check out our One Pass Template- Syntax for Conditions Knowledge Base Article.
   
   
5. Once you’re done adding all of your documents, don’t forget to choose Save & Continue!
   
   
   
   
6. ClientPoint will automatically take you to the Preview section, so you can see all of your hard work in fruition! If you need to make any changes, simply choose the section you need to make adjustments and don’t forget to hit that save button!

IMPORTANT NOTE: If you have merge fields in your documents, such as a bulleted list, tables, or an image upload, these documents must be prompted for your users after the One Pass Template and cannot be added into the Form entries.

How to enable Prompt after one pass document submit

If you have merge fields in your documents, such as a bulleted list, tables, or an image upload, these documents must be prompted for your users after the One Pass Template and cannot be added into the Form entries. Follow the steps below to enable Prompt after one pass document submit.

1. Open a new tab, for your Settings side, so you don’t lose your place.
   
   
   
   
2. Go to your Content Library
   
   
   
   
3. Locate the document that has these merge fields, check the box next to it, and choose edit.
   
   
   
   
4. Enable the Prompt after one pass document submit option and choose Submit.
   
   
   
   
5. Repeat this step as many times as needed. This must be done for every document that has the merge fields aforementioned.

Now guess what? YOU DID IT! Smile big and pat yourself on the back, because that was a lot of hard work! After you’re done celebrating, it’s time to see how your One Pass Template will work for your users.

Check out our One Pass Template (For Users) Knowledge Base Article to walk through how your users will put the One Pass Template into action. When you’re ready to launch this with your teams, this is a great resource to share with them!

Note: One Pass Template is available as an add-on for Sales Accelerator.  For Enterprise accounts, One Pass Template is available upon request.  For assistance, please email support@clientpoint.net.

Have any questions?  Please email support@clientpoint.net.