Creating A New Document Section

Adding Doc Sections

1. Create the section document within Microsoft Word and save it with a DOC or DOCX file extension (e.g., “Section1.docx”).
2. Click the Add button, then select the location (“Section Location”) of the doc section.
   • In almost all cases, you should select “Internal to library”, meaning that you are importing the document into the Library Manager database.
   • Choose “External to library” for the Section Location if the Word doc section is dynamically created based on elements from the Excel-based quote file.  Examples include pricing schedules, tables (pulled from a range of Excel cells), Excel charts and content generated by the Dynamic Content Creator functionality.  In this case, a section reference is placed in Library Manager to establish the order that the externally-created doc section should be placed in Word outputs; an actual Word document is not placed in the Library Manager database.  For example, when a Word-based output with a pricing schedule is generated, SalesDoc Architect automatically and dynamically creates (in the CorsPro\PropGen\Data folder) an output file called “pricequote.doc” that contains the schedule of equipment and services for the particular quote.
   • Tip:  You can also generate Word document sections that are based on named Excel ranges within any SalesDoc Architect tab.  This enables companies to perform calculations (such as for leasing options) or accept user inputs (such as for customer pre-sales checklists) within the Excel-based tab, then insert the Excel range into Word-based outputs generated by SalesDoc Architect.  For more information, please refer to the Help topic on Generating Docs Based on Named Excel Ranges.
3. If you chose “Internal to library” as the Section Location, browse for and double-click the doc/docx file that you created.  The document will be added to the Library Manager database using the filename as the default section name, which you can modify.
4. Select the Doc Section Type with which the new doc section should be associated, enter a description if desired, then click “Save” to add the doc section to the library database.
   1. The Doc Section Type works as a filter to limit the document sections included in a Word output to those document sections associated with a specific Doc Section Type.  For example, if Doc Section Type = “ProposalDoc” for a particular doc section, then that doc section will appear on proposal outputs.

Tip: Tables of contents can also be created and placed within SalesDoc Architect’s Word-based outputs.  Simply create a Word document and insert a table of contents “reference” by clicking (within Microsoft Word) Insert, Reference, Index & Tables, Table of Contents, then OK.  Next, add the document to the Doc Section Manager as you would any normal Word document, placing it in the position where you’d like the table of contents to appear in the outputs.  After the complete Word output document is created, SalesDoc Architect will update the table of contents, pulling in all text that has been formatted with a “Heading”-type style.

Tips for Creating Section Documents

When creating a section document, you should:

• Use styles to define how various blocks of text should look within the document, especially for style names Normal, Heading 1, Heading 2 and Heading 3.  To set a style for a specific block of text, highlight the appropriate text, then choose the style to apply.  When the section is inserted into the output document, the font (and other appearance attributes) for the style will be inherited from the template document that is used for the output document.
• Conversely, minimize the font changes that you make to the section documents so that fonts can be applied according to how the style is set up in the template document.  For example, if you change the font in a section document to 14 points, then that text will appear in the output document at 14 points regardless of how the style was defined in the template document.  In other words, specific changes within a document will always overrule a globally-defined style.  Appropriate changes that should be made within a specific document section include the bolding, italicizing or coloring of specific words for special emphasis.
• You can also use style names Heading 1, Heading 2 and Heading 3 to define text that should appear in a table of contents.  Heading 2 items will indent underneath Heading 1 items in a table of contents, and Heading 3 items will indent underneath Heading 2 items.
• Insert a page break at the top of the section if you wish for the section to appear on the next page in the final output document.
• Leave at least one row of blank space at the bottom of the section, since the next section will be inserted directly after the current section.
• Do not insert footers into document sections unless you want those footers to overrule the footers that have been defined in the template document.
• Do not insert section breaks into document sections, as it messes up how headers and footers are propagated throughout the final output document.
• Use reasonably-sized graphics to minimize the size of the proposal library and any output documents that you create.  Before importing a document section into the Library Manager, check to make sure that the file size is reasonable (generally less than 200Kb).

You can also insert variable names (e.g., company, contact name) — including variables that you create — into the section document, enabling SalesDoc Architect to replace these variable names with actual data when proposal, statement of work or other Word-based documents are generated.

Creating a “Clean” New Document Section

We strongly recommend that you start from a “clean slate” from a formatting and styles perspective when creating document sections from existing Word documents, as those existing documents may have fonts and styles that are inconsistent with doc sections that are already in the SalesDoc Architect database.  We suggest creating new doc sections as follows:

1. Open up a “clean” Word document.  We recommend using “New doc section.dot” in your PQManager\Templates folder.
2. Select all of the text in your existing Word document and copy it.
3. Flip over to the new “clean” Word doc and click Edit, Paste Special, Unformatted Text.
4. Define the headers using the Heading 1, Heading 2 or Heading 3 styles, making sure that it fits appropriately within your table of contents structure.
5. Re-apply formatting as necessary (bold, bullet points, etc.) using Word’s formatting toolbar.
6. Copy, paste and/or insert graphics and images as necessary.
7. Leave a blank line at the bottom of the document and save it under the name of your choice.

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See steps live in this Library Manager Video