diff --git a/site/faq/faq-documentation.qmd b/site/faq/faq-documentation.qmd index 5386d02b7a..8ccc887a0a 100644 --- a/site/faq/faq-documentation.qmd +++ b/site/faq/faq-documentation.qmd @@ -45,7 +45,8 @@ By default, the [{{< fa hand >}} Customer Admin]{.bubble} role[^6] has sufficien Yes, you can reuse content from existing documents or templates: - Build a library of reusable text blocks to insert into your documents, including content from existing documents.[^13] -- Duplicate document templates to create new templates with the same content, then edit those duplicates to fit your needs.[^14] +- Create blank document templates for a document type, or generate a structure-only outline from a PDF with selectable text.[^14] +- Duplicate document templates to create new templates with the same content, then edit those duplicates to fit your needs.[^16] ## Can documents be created right in the {{< var validmind.platform >}}? @@ -130,6 +131,8 @@ Yes, {{< var vm.product >}} allows you to leverage content from historical or ex [^13]: [Manage text block library](/guide/templates/manage-text-block-library.qmd) -[^14]: [Manage document templates](/guide/templates/manage-document-templates.qmd) +[^14]: [Manage document templates — Create document templates](/guide/templates/manage-document-templates.qmd#create-document-templates) [^15]: [Manage documents](/guide/templates/manage-documents.qmd#add-record-documents) + +[^16]: [Manage document templates — Duplicate document templates](/guide/templates/manage-document-templates.qmd#duplicate-document-templates) diff --git a/site/guide/templates/_create-document-templates.qmd b/site/guide/templates/_create-document-templates.qmd new file mode 100644 index 0000000000..7fc196b97a --- /dev/null +++ b/site/guide/templates/_create-document-templates.qmd @@ -0,0 +1,67 @@ + + +:::: {.content-visible unless-format="revealjs"} +Create a new blank template for a document type, then build the outline manually or generate it from a PDF: + +1. In the left sidebar, click **{{< fa gear >}} Settings**. + +2. Under {{< fa file >}} Documents, select **Templates**. + +3. Select the tab for the document type you want the template to belong to: + + - **Development**^[[Working with documentation](/guide/documentation/working-with-documentation.qmd)] + - **Validation**^[[Preparing validation reports](/guide/validation/preparing-validation-reports.qmd)] + - **Monitoring**^[[Ongoing monitoring](/guide/monitoring/ongoing-monitoring.qmd)] + - **Custom**^[[Managing documents](/guide/templates/managing-documents.qmd)] + +4. Click **{{< fa plus >}} Create [Document Type] Template** (for example **Create Development Template**). + +5. In the **Create Template** modal, enter a unique **Template Name** and a **Description**, then click **Create Template**. + + The new template opens with an empty outline. To use it on inventory documents, associate it with a document type.^[[Manage document types](/guide/templates/manage-document-types.qmd)] + +6. Choose how to start the outline: + +::: {.panel-tabset} + +### Build Outline Manually + +a. Select **Build Outline Manually**. + +b. Use the outline editor to add sections and content blocks.^[[Customize document templates](/guide/templates/customize-document-templates.qmd#edit-template-outlines)] + +### Start Outline From PDF + +a. Select **Start Outline From PDF**. + +b. Upload a **.pdf** file (drag and drop or choose a file), then click **Upload PDF**. + + ::: {.callout-note} + ## PDF requirements and limits + + - PDFs must contain selectable text and headings. Scanned or image-only PDFs cannot generate an outline. + - Maximum size: **20 MB**. Maximum length: **100 pages**. + - Parsing creates a **structure-only** outline (sections and subsections with empty text placeholders). Charts and other graphics are not converted into test or metric blocks. + ::: + +c. Track progress in **My Inbox**. When processing finishes, the outline is saved to the template (as a new version when applied). + +You can also choose **Generate from PDF** later from the template outline actions when you want to regenerate structure from a PDF. + +::: + +:::: + + +:::: {.content-hidden unless-format="revealjs"} +Create a new blank template for a document type, then build the outline manually or generate it from a PDF: + +1. In the left sidebar, click **{{< fa gear >}} Settings**. +2. Under {{< fa file >}} Documents, select **Templates**. +3. Select the tab for the [document type](/guide/templates/managing-documents.qmd){target="_blank"} you want the template to belong to. +4. Click **{{< fa plus >}} Create [Document Type] Template**, enter a unique **Template Name** and **Description**, then click **Create Template**. +5. On the blank outline, choose **Build Outline Manually** or **Start Outline From PDF** (selectable-text PDFs only; structure-only outline; track progress in **My Inbox**). + +:::: diff --git a/site/guide/templates/_duplicate-template.qmd b/site/guide/templates/_duplicate-template.qmd index 0392e8fa6b..10443d349b 100644 --- a/site/guide/templates/_duplicate-template.qmd +++ b/site/guide/templates/_duplicate-template.qmd @@ -5,22 +5,38 @@ SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial --> :::: {.content-visible unless-format="revealjs"} To duplicate an existing template and start with version one of that new template: -1. In the left sidebar, click **{{< fa gear >}} Settings**. +1. In the left sidebar, click **{{< fa gear >}} Settings**. -1. Under {{< fa file >}} Documents, select **Templates**. +2. Under {{< fa file >}} Documents, select **Templates**. -1. Select one of the tabs for the type of template you want to duplicate: +3. Select one of the tabs for the type of template you want to duplicate: - **Development**^[[Working with documentation](/guide/documentation/working-with-documentation.qmd)] - **Validation**^[[Preparing validation reports](/guide/validation/preparing-validation-reports.qmd)] - **Monitoring**^[[Ongoing monitoring](/guide/monitoring/ongoing-monitoring.qmd)] - **Custom**^[[Managing documents](/guide/templates/managing-documents.qmd)] -1. Click on the template to duplicate and on the template details page, select **{{< fa copy >}} Duplicate Template**. +4. Duplicate the template from the list or from template details: -1. In the Duplicate Template modal that opens, give your copy a **Template Name** and a **Template Description**. +::: {.panel-tabset} -1. Click **Duplicate Template** to create a copy of your template. +### From the templates list + +a. Hover over the template until the **{{< fa ellipsis-vertical >}}** menu appears under **Actions**, then click on it. + +b. Select **{{< fa copy >}} Duplicate**. + +### From template details + +a. Click the template to open it. + +b. Select **{{< fa copy >}} Duplicate Template**. + +::: + +5. In the Duplicate Template modal that opens, give your copy a **Template Name** and a **Template Description**. + +6. Click **Duplicate Template** to create a copy of your template. Once duplicated, customize your new template to your needs, making it available for use with your documents. @@ -30,18 +46,18 @@ Once duplicated, customize your new template to your needs, making it available :::: {.content-hidden unless-format="revealjs"} To duplicate an existing template and start with version one of that new template: -1. In the left sidebar, click **{{< fa gear >}} Settings**. +1. In the left sidebar, click **{{< fa gear >}} Settings**. -1. Under {{< fa file >}} Documents, select **Templates**. +2. Under {{< fa file >}} Documents, select **Templates**. -1. Select one of the tabs for the [type of template you want to duplicate](/guide/templates/managing-documents.qmd){target="_blank"}. +3. Select one of the tabs for the [type of template you want to duplicate](/guide/templates/managing-documents.qmd){target="_blank"}. -1. Click on the template to duplicate and on the template details page, select **{{< fa copy >}} Duplicate Template**. +4. From the list **{{< fa ellipsis-vertical >}}** menu, select **{{< fa copy >}} Duplicate**, or open the template and select **{{< fa copy >}} Duplicate Template**. -1. In the Duplicate Template modal that opens, give your copy a **Template Name** and a **Template Description**. +5. In the Duplicate Template modal that opens, give your copy a **Template Name** and a **Template Description**. -1. Click **Duplicate Template** to create a copy of your template. +6. Click **Duplicate Template** to create a copy of your template. Once duplicated, customize your new template to your needs, making it available for use with your documents. -:::: \ No newline at end of file +:::: diff --git a/site/guide/templates/manage-document-templates.qmd b/site/guide/templates/manage-document-templates.qmd index 43eed06b3d..7cc9babdca 100644 --- a/site/guide/templates/manage-document-templates.qmd +++ b/site/guide/templates/manage-document-templates.qmd @@ -13,15 +13,16 @@ aliases: - /guide/templates/view-documentation-templates.html --- -View and swap between different document templates or template versions, or duplicate and delete templates. +Create blank document templates or generate outlines from PDFs, then view, swap, duplicate, and delete templates for your organization. ::: {.attn} ## Prerequisites - [x] {{< var link.login >}} -- [x] To swap between templates or template versions, more than one template or version must exist for that document type.[^1] -- [x] You are a [{{< fa code >}} Developer]{.bubble} or [{{< fa circle-check >}} Validator]{.bubble}, or assigned another role with sufficient permissions to perform the tasks in this guide.[^2] +- [x] To **create** or **delete** templates, you are a [{{< fa hand >}} Customer Admin]{.bubble} or assigned another role with the **Create Template** or **Delete Template** permission.[^1] +- [x] To swap between templates or template versions, more than one template or version must exist for that document type.[^2] +- [x] To swap templates on a record document, you are a [{{< fa code >}} Developer]{.bubble} or [{{< fa circle-check >}} Validator]{.bubble}, or assigned another role with sufficient permissions.[^1] ::: @@ -29,6 +30,10 @@ View and swap between different document templates or template versions, or dupl {{< include /guide/templates/_view-document-templates.qmd >}} +## Create document templates {#create-document-templates} + +{{< include /guide/templates/_create-document-templates.qmd >}} + ## Edit document template outlines ::: {.callout} @@ -59,13 +64,6 @@ Switch a document to a completely different template, or apply another version o - Click **{{< fa magnifying-glass >}} Search** to search for documents by keywords in the document title. - Click **{{< fa arrow-up-wide-short >}} Sort** to reorder the list using different criteria in ascending or descending order.[^6] - - 5. On your document's detail page, locate **Document Template**. 6. View the currently applied template and version, or swap to another template or version: @@ -129,9 +127,9 @@ Delete templates no longer required by your organization: -[^1]: [Manage document types](manage-document-types.qmd) +[^1]: [Manage permissions](/guide/configuration/manage-permissions.qmd) -[^2]: [Manage permissions](/guide/configuration/manage-permissions.qmd) +[^2]: [Manage document types](manage-document-types.qmd) [^3]: [Manage document types](/guide/templates/manage-document-types.qmd) @@ -167,4 +165,4 @@ Delete templates no longer required by your organization: **To delete a template without reviewing template details:**

a. Hover over the template until the **{{< fa ellipsis-vertical >}}** menu appears, then click on it. - b. Select [**{{< fa trash-can >}} Delete**]{.red}. \ No newline at end of file + b. Select [**{{< fa trash-can >}} Delete**]{.red}. diff --git a/site/llm/chatbot-product-map.md b/site/llm/chatbot-product-map.md index 4caf87a979..1bd10f081c 100644 --- a/site/llm/chatbot-product-map.md +++ b/site/llm/chatbot-product-map.md @@ -91,7 +91,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html` @@ -124,7 +124,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-documents.html` - Sections: Prerequisites; Add record documents; How do I get the best results when converting PDFs into editable documents?; How can I trust that the conversion is accurate?; Troubleshooting; My PDF conversion is stuck. What can I do?; Edit record documents; Delete record documents - `/guide/templates/manage-text-block-library.html` @@ -141,7 +141,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html` @@ -181,7 +181,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html` @@ -203,7 +203,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html` @@ -225,7 +225,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html` @@ -399,7 +399,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html` @@ -455,7 +455,7 @@ - `/guide/templates/customize-document-checker.html` - Sections: Prerequisites; Manage regulations and policies; Manage assessments; Default assessments provided by } cannot be edited, only cloned.; Add or clone assessments; Add or edit assessment questions; Add assessment questions; Edit assessment questions - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html` @@ -562,7 +562,7 @@ - `/guide/templates/customize-document-templates.html` - Sections: Prerequisites; Edit template outlines; Configure assessment options[^4]; Edit YAML templates; Template schema; Troubleshooting YAML templates; Add text blocks to templates; Add text blocks via template outlines - `/guide/templates/manage-document-templates.html` - - Sections: Prerequisites; View document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates; Delete document templates + - Sections: Prerequisites; View document templates; Create document templates; Edit document template outlines; Swap document templates; View currently applied templates; Swap between templates; Duplicate document templates - `/guide/templates/manage-document-types.html` - Sections: Prerequisites; Add document types; Edit or delete document types; Development, Validation, and Monitoring document types are stock types and cannot be deleted. - `/guide/templates/manage-documents.html`