Documents Templates

Documents Templates

he document settings allow you to configure the documents that are generated by the system.

Firstly, configure the common components for all documents:

  • Logo
  • Your Address
  • Common Footer

If you are using the default document templates, the ideal size for the document logo is 250px wide and 150px high.


Warning
Document templates DO NOT support the webp image format

Document Templates

You can download the current version of each document template that is being used for your instance. These are saved using the Microsoft Word 2007 format which has the file extension .docx.

Formatting: Documents generated by the system are produced using Libreoffice Version 24. Some formatting, particularly advanced formatting and absolutely positioned free floating elements, may not be rendered the same as they are in Microsoft products.

If you find that documents produced by the system do not have the correct formatting, we recommend that you download LibreOffice and edit the template files so that they do render in the way that you want.


You can download it for free from libreoffice.org.
Content is injected into the template files using data attributes which are notes with names which sit between “${“ and “}”. For example, “${j.note}”. The default document templates contain comprehensive data attributes. You can find all of the available codes for the document templates here . If you want to add new data attributes, please contact our support team and they will be happy to assist you.


Template Priority 

Document templates can be assigned a priority number. 
This is used to determine the order in which a template is applied.
Templates are matched based on the first available template where the object (Quote, Consignment or Invoice) fulfils the conditions in the template configuration.
The order the document templates are processed in is based on the priority. 
Document templates are processed my the matching program from highest to lowest priority.
Multiple documents can have the same priority

Idea
Priority is particularly important when customers have custom invoice templates.

Managing a Document Template

To manage an existing template, click on the [ ACTION ] button next to the template you want to manage.
You can then select to Edit, Delete and Download the template file. 

Editing a Document Template

You must select the following: 
  1. Which module the template applies to (Quote, Consignment, Invoice/Finance)
  2. Enter a label for the document template (this is only used in the setting to identify the specific document template)
  3. The document type the template applies to (Taken from the Consignment Documents list)

Info
The label set for the document type is displayed for the user to select from in the applicable module, NOT the template label.

When you edit a document template, you are able to set the Quotes/Consignments that this applies to. You can use the following conditions: 
  1. Transport Mode 
  2. Route (Domestic, Import, Export) 
  3. The load type
  4. If hazardous freight is attached 
  5. If an agent is attached to the instructions 
  6. Customer organisation 
  7. Country or origin (Applies to the collection location)
  8. Destination country (Applies to the delivery location)
  9. Incoterms selected on the instructions
  10. If insurance is provided 
  11. The service that is selected by the customer
  12. Payment terms attached to the quote/consignment

Editing Document Template Properties

In order for the template to be available to generate a template file needs to be selected and uploaded. 
You do not need to do this immediate. 

If the document template has not been uploaded, a message will be displayed for the template in the template list and the template will not be available to be generated by the system or users. 

Creating New Templates 

You can create an unlimited number of document templates to match your business requirements. 
This is done by clicking on the [ NEW TEMPLATE ] button

    • Related Articles

    • Document Template Codes

      Here you can find all the available codes to add to document templates that will inject data from CocoonOPS into the documents that are produced. It is important that you use your training area to test your documents before uploading them to your ...

    • Default Settings

      Set the home country for you organisation, this is used as the default country for pick lists. Here you can set the default units of measurement used in the system. You can also turn on audit logging here. Here you can configure how the references ...

    • Notification Settings

      Notifications are messages that are sent to external parties by the system. The following general settings can be configured: Logo use in the notification header Sign off salutation Footer For each notification you can set the content that is ...

    • Organisation Documents & Consignment Documents

      Organisation Documents & Consignment Documents Pick List The pick list are which control the drop downs on various screens also known as pick list. The picklist editor allows you to manage the list of options that are available on various screens in ...

    • Documents Tab

      Documents Document can both be attached to and generated for quotes. Attaching a document to a quote. Select the quote the document should be attached to Drag the document onto the page in your browser Select the document type in the dialog box that ...