organizations use templates for different kinds of documents. When there are
many templates it may be difficult for users to find the correct template.
Template distribution is often a problem, and without a good management system
the administration will be troublesome.
The kalmstrom.com Templates Manager makes it possible to distribute
Office templates to the whole SharePoint farm, and the Search feature makes
it easy for users to find the template they need.
Templates Manager supports templates for Word, Excel and PowerPoint
Templates Manager is a Sandboxed SharePoint Solution. It is uploaded
to the root site of a SharePoint site collection and activated there and on
each site in the collection where it should be used.
Two roles, Publisher and User
Templates Manager has two fetures to activate on site level: Publisher
and User. The Publisher activation gives the Templates Manager settings
and publishing tool, while the User activation gives access to the templates
when opening a library and creating a new document.
When Templates Manager User has been activated on a site and you click
on "New" in a SharePoint library, you will not see the standard dialog. Instead
the Template Search will open, and you can start writing in a search word
Templates Manager has instant seach, so when you write more in the search
field the hits will be more exact. In the image below only "ca" has been entered.
You can also browse among the templates. They are grouped by category and
described in pop-up windows. Icons show what kind of document the template
is intended for.
Set metadata and use template
When you click on the template you wish to use, it will be copied to the document
library where you clicked on "New". The Properties dialog of this copy will
open automatically, so that you can fill out name, title and other metadata.
Click OK to the dialog, and then you can start working with the document.
Client for desktop Office
Users who prefer to work in the PC and not in the browser can install
Templates Manager Client and use the SharePoint templates with their desktop Excel, PowerPoint and Word.
One of the many advantages with SharePoint is that you don't have to create
a real template. You can use any document of the same type that have the background,
header and footer, font, colors and so on that you wish to use in new documents.
Upload thel files that you want to use as templates to the new templates library,
which is created by Templates Manager Publisher and can serve the whole
SharePoint farm or tenant.
When a file is uploaded, open the properties to enter a template title and
description and select a category in a dropdown. These categories are fetched
from the settings, where you can write or paste in the categories you wish
the LIBRARY tab in the Templates library, Templates Manager adds
a new ribbon button, "Publish Templates". Use this button to publish changes
in the templates library to all sites in the SharePoint farm that have selected
to fetch templates from this library. (This selection is done when Templates
Manager User has been activated.)