For administrators. Introductory exercisel for making a template. We’ll walk through the process.. .
NOTE: A new version of the template editor has recently been released. The steps below are still generally applicable but there will be some minor differences. The new editor is shown in the template training videos.
This document is for administrators. It describes how to create templates in APE Mobile. To start, we’ll walk through the process of starting with an existing Word form and setting it up in APE Mobile. Here is the form we are going to use:
Download the above form from here: APE_Supervisors_Diary.doc
- Go to Templates, and click Create Template.
- Add and name the Fields and Sections that your form requires.
- In Microsoft Word, insert your Merge Fields into their appropriate locations and save the updated document.
- Back in APE Mobile, edit the template, upload the updated Word document, and save.
- Publish the form.
- Enable the template in project/s.
- Go to Templates, and click Create Template.
- Select Form.
- A form is created with the standard system fields, in a section called Header.
- You can change the display names of the system fields if desired. In this case change the Owned By Display Name to Supervisor.
- Now we’re going to create a new Section using the Add Section button. Sections are used to group the fields when the user is entering data for a form. They cannot be moved around like fields. Create a new Section.
- Our new section is going to be called Weather.
- Now we’ll need some Fields in our section. Fields specify what the user fills in when completing the form. Fields can be moved around the form.
- To recreate the Word form for the iPad, we’re going to need a small bit of instructive text, and a large area in which to write details.
- Create a new field, and change its type to Readonly Text. Use Readonly Text for the instructions.
- Create another new field, and change its type to Text Area. Use Text Area for the details.
- Name the Readonly Text “Instructions”.
- Name the Text Area “Weather”.
- Click the pen icon, and fill in the Readonly Text.
- Repeat this for Progress, Delays to Progress, Safety Issues, Quality Issues, Visitors to Site/Meetings and Other Comments. Note that Other Comments doesn’t need any Readonly Text.
- The last section you’ll create is called Sign Off. Create a Date field and a Signature Box Name them as they’re shown below.
- Once this is done, scroll to the bottom and click Save and continue.
- The previously empty fields of Merge Field Override and Sample Value Override will be filled.
- In the Project field, change Project Number to JobNo. Smaller merge fields help prevent formatting problems in Microsoft Word.
* UPDATE *
If you have access to a Windows computer then use this easier variation of the remaining steps:
19. Click Save and Continue instead of Save
20. Skip step 20
21. Do step 21 as below but use the APE Word Add-in instead of the inserting topic
22+ Skip step 22, and proceed from step 23 below.
Otherwise (if you have a Mac, or Word version lower than 2010) then proceed as below.
- Click Save.
- Click Export, and then Merge Fields. This will download a .csv, or Comma Separated Values file.
- Using Microsoft Word, drag and drop the merge fields into place (if you don’t know how to do this, see the topic Inserting Merge Fields into a Word Document for Windows or Mac). You don’t need to worry about the Readonly Text merge fields; we don’t need them in the PDF. When it’s done, it should look something like this:
- Return to your form, and click Edit
- Select the completed document, and save your form again.
- In the template details page, hit the Preview button to display the document with the merge fields replaced by their corresponding sample values.
- Examine the result to check if all the merge fields have been placed correctly. Here is what the template with default sample values looks like:
- Note that APE Mobile will automatically create sample values. You can override these by changing the Sample Value Override for the fields you want to change. Also note that signature fields will just display the sample value text (usually “Signed in APE Mobile”) rather than an actual signature. To get the signature image instead see Inserting Merge Fields into a Word Document for Windows or Mac.
- If you spot any mistakes, you can repeat the above process to make changes to the merge fields in the Word Document, then re-upload it, and then Preview the corrected version to confirm that the changes are correct.
- Note that once you are happy with the template, you will need to (re)publish the template to make the latest changes available to users.
- Enable the template, to either make it available to projects by default or within specific projects, as described at Customizing Templates for Different Projects.