13.2 Creating Documents

When you create a document in GroupWise, you are adding a document to the library. You can also add documents to the library by importing, copying, or checking in an existing document.

When you create a new document using File > New > Document, GroupWise prompts you to select a template for the document. You can use an application’s template, a GroupWise template, or a file on disk as the foundation for your new document.

Table 13-1 Types of Templates

Templates

Description

Application Templates

You can select an application to create a document based on the application’s template file. The Applications list box lists all the applications that are registered as having templates in your Windows registry file.

GroupWise Templates

You can select GroupWise templates to use a document in the library as the foundation of a new document.

You can make any document a template, and you can use these templates as the foundation for new documents. All documents have a document type (memo, expense report, letter, template, and so on). When document type is a template, the document appears in the Templates list.

Files as Templates

File templates are documents that are not in the library. You can select a file anywhere on your system and use it as a foundation for a new document.

If a document already exists in the library and you just want to create an item for it in your Mailbox, click File > New, then click Document Reference. You can also use Find to locate a document and then drag the document to your Mailbox or folder.

This section contains the following topics:

13.2.1 Creating a Document Using an Application’s Template

You can create a document using an application’s default template. For example, you can select Word to create a new Word document.

  1. Click File > New > Document.

  2. Click Select an Application, click the application you want to use as a template in the Applications list box, then click OK.

    The Applications list box contains all the applications that are registered as having templates in your Windows registry file.

  3. Type a subject for the document.

    To specify additional information about the document, such as author or document type, click Properties after you type the subject.

  4. Click OK.

13.2.2 Creating a Document Using a GroupWise Template

  1. Click File > New > Document.

    New Document dialog box with the Select a GroupWise Template option enabled

  2. Click Select a GroupWise template, then select a template in the list box.

    To select a template from a different library, click the library in the drop-down list.

  3. Click OK.

    New Document dialog box

  4. Type the subject of the document, then click OK.

    To specify additional information about the document, such as author name or document type, click Properties after you type the subject.

  5. Double-click the document reference in the current folder to open the new document.

You can select Open document now to immediately open the document.

13.2.3 Creating a Document Using a File as a Template

  1. Click File > New > Document.

  2. Click Select a File.

    New Document dialog box with the Select a File option enabled

  3. Type the name of the file you want to use as a template for the new document.

    You can also click the Browse button to find the file.

  4. Click OK.

  5. Type a subject.

    To specify additional information about the document, such as author name or document type, click Properties after you type the subject.

  6. Click OK.

13.2.4 Making Any Document a Template

All documents with the document type Template appear in the Templates list in the New Documents dialog box.

  1. Click the document reference in your Mailbox.

  2. Click File > Properties.

  3. In the Document type field, type template, then click OK.

13.2.5 Creating a Reference to a Document

If a document already exists in the library, you can create a reference for it in your Mailbox.

  1. Click File > New > Document Reference.

    Select Document dialog box

  2. In the Library drop-down list, click the library that contains the document you want to access.

  3. In the Document # field, type the document number.

    If you don’t know the number of the document, you can use Find to locate the document (if the document has not been deleted) and create a reference to the document in your Mailbox or folder.

  4. In the Version drop-down list, click the version you want the document reference to point to.

  5. Click OK.