Digital File - Data File Templates

One of the unique features of the digital file is the ability to add a new data file template to the contact's digital file. The term "data file template" refers to a standard file you may wish to start from a contact's digital file. For example, you can easily open a pre-formatted business mileage tracking Excel spreadsheet.

You can start a new data file template in one of two ways:

Select the template from the drop down menu on the toolbar ().
Select the template from the right-click menu (New/*.*).

A collection of data file templates is already available via the above-referenced methods when you purchase PortalsXpress. To add new data file templates to the drop down and right-click menus, do the following:

Select New/Edit from the right-click menu. A dialog box, "Add New Data File", listing all the data file templates will appear.
Click the New Digital Item toolbar button.
Browse to the location of the item you wish to add as a data file template and click OK.
The new data file template will appear in both the drop down and right-click menus.

Since the data file templates are created in an external program and used in the digital file, anyone in your office can add, edit, or delete data file templates from the list of templates.

Selecting A Data File Template From The Drop Down Menu
To select a data file template from the drop down menu, click on the drop down arrow and select the appropriate data file template, or click the toolbar button. Clicking on the toolbar button will add the last data file template selected. Therefore, the data file template "stored" in the toolbar button could change if another person has worked on that contact's digital file.

For example, you are working on a contact's digital file at your workstation. At the same time a coworker is working on the same contact's digital file at their local workstation. While you are in the contact's digital file, you added a balance sheet template, which your office created in a spreadsheet application. Your coworker added a word document template to the same contact's digital file. Once you exit the contact's digital file, then reenter the contact's digital file to make additional changes, the template "stored" in the toolbar icon might be different from the last time you were in the contact's digital file. Take care when adding these data file templates to ensure you have the correct one.

Contact Manager Users Guide