User Manual, Templates Manager for SharePoint
Contents
1. Deactivate the features Templates Manager Publisher and Templates Manager User Site Settings gt Manage site features This removes the functionality from the site but as long as the solution is available in the site collection it may be activated again Remove the Templates Manager WSP file from the root file of the site collection Site Settings gt Solutions This removes Templates Manager from all sites in the site collection and the solution can no longer be used or activated 14 MORE SHAREPOINT TIPS You surely have noticed that Templates Manager uses what is best in SharePoint and that the Templates Manager library and pages may be handled just like other SharePoint libraries and pages For tips on SharePoint usage in general please refer to the Tips section of the kalmstrom com website Templates Manager V1 www kalmstrom com 132. the library to fetch templates from must be selected or entered In SharePoint 2013 and above the farm s existing TMTemplates libraries are shown in a dropdown In SharePoint 2010 the path to the site that has the TMTemplates library must be written or pasted into the field After this first selection all libraries on that site will fetch templates from the selected templates library In the image below the whole farm uses the same templates so there is only one activation of Templates Manager Publisher and therefore only one TMTemplates library Templates Manager Please select enter the path to the template library fs Templates Manager for SharePoint Cancel 7 PUBLISHER ADMINISTRATION The Templates Manager Publisher has three tasks to manager the template categories to upload templates to the TMTemplates library and to publish any changes in the categories or templates library Templates are uploaded to the TMTemplates library just like any other files refer to the kalmstrom com Tips section The templates categories and the publishing are managed via buttons under the LIBRARY tab in the TMTemplates library Template Templates Manager Templates Manager V1 www kalmstrom com 7 kalmstrom T Templates Manager Tof for SharePoint i i leveraging your Microsoft Business Solutions 7 1 TEMPLATE CATEGORIES To make it easier for users to find the right template the templates should be gr
3. farm and the Search feature makes it easy for users to find the template they need Templates Manager is a sandboxed SharePoint solution which is uploaded to a SharePoint solution gallery and activated there and on each site in the collection where it should be used Templates Manager r o i Search results LJ CI Ge be 6 Ge Ge Business Business Budget College Business Business Business Business Meeting Brochure Calculator Budget Wiki Cards Flyer Invoice Agenda Layout Business Trip Checklist M All screenshots in the manual are taken from Office 365 SharePoint Online but Templates Manager works with all editions of SharePoint 2010 and above Section 8 of this manual is intended for all users while the rest is meant for the administrator publisher 1 1 LANGUAGES The language of Templates Manager is automatically set to the same as on the SharePoint site The supported languages are Danish Dutch English French German Italian Norwegian Portuguese Spanish and Swedish When SharePoint has a not supported language English is used instead 1 2 REQUIREMENTS To use Templates Manager you need to have SharePoint 2010 or higher in house or hosted or Office 365 SharePoint Online Supported browsers are Microsoft Edge Internet Explorer 9 and higher and the latest version of Google Chrome and Mozilla Firefox Templates Manager V1 www kalmstrom com 2 kalmstrom Templates Manager leverag
4. E EAA TNE ET E AEE EA 8 ZL UPLOAD TEMPLATE orereriniede rrtt nint irk in EN ESEE EEN IAEE ESAE EA SEE EEEN 8 Pe PORU H oE A E A somo ena been enna eoeeeenareeeamed 9 8 USING TEMPLATES MANAGER cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccscccccccscccceecs 10 RC TEMPLATE erica ovate pects cance EEEE ccoiax cae cet ea tes ere E ate ace ane cide A 10 oe WS EPI seerseetacaee ce E EE 10 po 2 27 een ee ee re T 11 10 REGISTRATION AND TRIAL INFO ccccccceccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccceccccccccccccsccccecs 12 IL SUBS CrP TIN ciren ec hoses bec ee ec cic a ww ceo acid ees eee ce win cee ee se ened weave cen tees 13 1 CONTACT oee atc cierk sled oe wien se eave E pve outed ou onic bu ea wauaeies bene ep va veeciedeueenu tees wsnseusnedeedeeceeneens 13 13 DEACTIVATION AND REMOVAL cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccsccccsccecs 13 14 MORE SHAREPOINT TIPS cccccccccccccccccccccccccccccccccccccccccccccccccceccccccccccccccccccccccccccceccscccccceccscccccccecs 13 Templates Manager V1 www kalmstrom com 1 kalmstrom Templates Manager leveraging your Microsoft for SharePoint Business Solutions 1 INTRODUCTION Templates Manager helps organizations to manage distribute and search Office templates in SharePoint The software makes it possible to distribute templates to the whole SharePoint
5. This simple agenda template allows you to organize the topics you plan to cover and set time allowed Brochures Budgets Business Calendars Financial Management Flyers Invoices Letters Papers and Reports Planners and Trackers Schedules Surveys Save Cancel Templates Manager V1 www kalmstrom com 9 Templates Manager for SharePoint kalmstrom leveraging your Microsoft Business Solutions 8 USING TEMPLATES MANAGER 8 1 SEARCH TEMPLATES Click on New in a SharePoint library to create a new document A search dialog will open Here you can search for the template you need by starting to write in the Search field Templates Manager has instant search so it begins searching immediately When you write more in the Search field the hits will be more exact When you delete the search text the search filter is removed and all the templates become visible again In Internet Explorer you can also click on the x in the Search field to delete the text You can also browse among the templates They are grouped by category and described in pop up windows When a category is expanded all templates in that group are displayed Icons show what kind of document the template is intended for Hover the mouse over a template to see its description Templates Manager cl x Template Category Schedules Description Keep your weekly class schedule up to date with this handy template Classic Cl
6. ager Start by entering your template categories on the Administration EDIT LINKS page eee e Create example data When the example data has been created the Templates Manager Administration page will open Please study the Templates Manager manual and video demonstrations Should you still have questions you are welcome to contact the kalmstrom com support 5 1 EXAMPLE DATA If you choose to first generate Example data for the evaluation click on the Create example data link in the Get Started page Use the slider to indicate how many templates you want to create You will get a confirmation message when the example data has been created Templates Manager Templates Manager Example data created Number of Example data 40 successfully LECT Cancel Templates Manager V1 www kalmstrom com 6 kalmstrom Templates Manager leveraging your Microsoft for SharePoint Business Solutions 5 2 REMOVE EXAMPLE DATA When you create Example data you will have to remove them before you start using Templates Manager with your own templates To remove the Example data open the LIBRARY ribbon tab in the TMTemplates library Click on Library Settings and delete the library LIBRARY tab gt Library Settings gt Delete this document library 6 USER SITE FIRST TIME USAGE The first time someone clicks on New to create a new document in a library on a site where Templates Manager User has been activated
7. aoreet nonummy augue Suspendisse dui purus scelerisque at vulputate vitae pretium mattis nunc Mauris eget neque at sem venenatis eleifend Ut nonummy Fusce aliquet pede non pede Suspendisse dapibus lorem pellentesque magna Integer nulla Donec blandit feugiat ligula Donec hendrerit felis et imperdiet euismod purus ipsum pretium metus in lacinia nulla nisl eget sapien Donec ut est in lectus consequat consequat May MI T W T F S a 7 8 9 10 11 12 13 PAGE 10OF1 ABOUT 169 WORDS ENGLISH U S SAVED 100 HELP IMPROVE OFFICE 9 UPGRADE To upgrade Templates Manager replace the old TemplatesManager wsp file with a new version of the file Subscribers who do not use a Premium copy should download the new version from the kalmstrom com Upgrade page Premium Subscribers will get a message from kalmstrom com when their setup file has been updated This is the upgrade process 1 Decativate the features Templates Manager Publisher and Templates Manager User from all sites where they are activated Deactivate the old Templates Manager wsp file under Site settings gt Solutions Delete the old Templates Manager wsp file Upload the new Templates Manager wsp file to the Solutions gallery Activate the new Templates Manager wsp file JU BR WN When the wsp file has been replaced and activated for the site collection you need to re activate the site feature s on each site where Templates Manager is used A PowerShell script fo
8. ass Meeting Schedule Agenda 8 2 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 copy will open automatically so that you can start working with the document It will have the correct formatting metadata and everything else that is pre defined in the template Templates Manager File copied successfully Templates Manager V1 www kalmstrom com 10 kalmstrom iz Templates Manager dob for SharePoint i i leveraging your Microsoft Business Solutions Wo rd Online Business Meeting Agenda a Share Rituka Rimza FILE HOME INSERT PAGE LAYOUT REVIEW VIEW Tell me what you want to do OPEN IN WORD De a Y A _ i p Calibri Light Headi 28 X z7r E EM 1M Th alibri Light Headi A A 5 AaBbCc AaBbCc 1 AaB Paste x B I U ate x X av A Z Z Z Z Normal No Spacing Heading 1 ab Undo Clipboard Font Paragraph Styles Editing a Example Word Template 1 www kalmstrom com Lorem ipsum dolor sit amet consectetuer adipiscing elit Maecenas porttitor congue massa Fusce posuere magna sed pulvinar ultricies purus lectus malesuada libero sit amet commodo magna eros quis urna Nunc viverra imperdiet enim Fusce est Vivamus a tellus Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis egestas Proin pharetra nonummy pede Mauris et orci Aenean nec lorem In porttitor Donec l
9. ates Manager and can serve the whole SharePoint farm In SharePoint 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 When the document is uploaded right click on the file and select Properties In the dialog that opens select a category for the template from a dropdown The categories you have entered in the Templates Manager settings will be displayed in this dropdown You should also enter a name a title and a description Templates Manager V1 www kalmstrom com 8 kalmstrom leveraging your Microsoft Business Solutions fa Templates Manager for SharePoint BROWSE EDIT Be mc i Ef Copy Save Cancel Paste Commit Clipboard Home Notebook Documents Recent TMTemplates Templates Manager Site Contents Recycle Bin EDIT LINKS 7 3 PUBLISH Before a change in a template or template category is shown to all users it must be published Also remember to publish when you have removed templates or template categories Publish your changes by pressing the Publish Template button under the LIBRARIES tab in the ribbon of the TMTemplates library x Delete item Actions Name Title Template Description Template Category Version 3 0 Created at 10 12 2015 Last modified at 10 12 Business Meeting Agenda Cy SHARE yy FOLLOW O docx
10. heir templates from 4 INSTALLATION OF TEMPLATES MANAGER 4 1 INTRODUCTION Templates Manager is installed as a SharePoint Solution in a site collection and it needs to be activated for each site where it will be used This can be done manually as described below or with a PowerShell script given to subscribers on request 4 2 INSTALL AND ACTIVATE FOR SITE COLLECTION Download the file TemplatesManagerSP zip from the kalmstrom com website to any folder on your computer and extract it Templates Manager V1 www kalmstrom com 3 kalmstrom Fa Templates Manager for SharePoint i i leveraging your Microsoft Business Solutions Go to the root site of the SharePoint site collection where you want to use Templates Manager and click on the Settings icon at the top Select the Site Settings option If you don t see this option most likely you don t Office 365 settings EDIT have the appropriate permissions You need to be the site collection Administrator t install Sites settings 9 solutions Shared with Under Galleries select Solutions Edit page Web Designer Galleries Site columns Add a page Site content types Web parts Add an app List templates Master pages Themes Solutions Composed looks Site contents Change the look Site settings Getting started Next step is to upload the Solution which is the wsp file you downloaded from the kalmstrom com website C
11. ing your Microsoft for SharePoint Business Solutions The SharePoint Sandboxed Code Services must be activated to install Templates Manager FAQ 2 USER ROLES Templates Manager users can have two different roles templates publisher and templates user 2 1 PUBLISHER The people who publish administrate or manage the templates in Templates Manager are called Publishers in this manual They should have access to a site where the Templates Manager Publisher feature is activated so that they can reach the Templates Manager settings and the TMTemplates library 2 2 USER Templates users are the people who use the templates distributed by the publisher They use Templates Manager when they create documents and search for suitable templates The first time someone creates a document on a site where Templates Manager User has been activated Templates Manager will ask the user to select from a dropdown which library to fetch tempates from 3 PUBLISHING If the templates should be distributed to the whole SharePoint farm Templates Manager Publisher only needs to be activated on one site in the SharePoint farm All users should select to fetch their templates from the 7MTemplates library on that site If you need to direct different templates to different users activate Templates Manager Publisher on several site collections Then there will be several TMTemplates libraries to select and users can choose the one they should fetch t
12. kalmstrom f Templates Manager O for SharePoint i i leveraging your Microsoft Business Solutions Templates Manager Manual Table of contents 1 INIRODUCTION srecrcnorrn n AE EEE 2 LL AN UGE aa E E E EEE EEE 2 K RE CUSIRE IMEI S carar aa E E EAA AEAT 2 2 USERROLES pornn E S 3 et PUPI AER roras AAAA AA 3 ee U ER a A A AE E EEEE A E A 3 BUS a e S A E E acne csseeuededeonene 3 4 INSTALLATION OF TEMPLATES MANAGER cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccceccccecs 3 AL MINT RO DWC TOI enia AEAEE A E AA 3 4 2 INSTALL AND ACTIVATE FOR SITE COLLECTION ssssssssssssssssenseressesssersssssseeeeerrrrsesreesesseseeoerorereresseessoesereeeere 3 aS ATTAT FO SUM aE EA A AEA E AEE 5 AA PERMIO HONS snciincscdseoas ceicttarnesnictena inadeicndiddecapiaaae AAAA OA A EAS 5 4 4 1 Ded E AE NNI E EA EEE ae AE ETE E T A E ENAA AA E TAAN OEE 5 HAL PUO O E E E 5 5 PUBLISHER SITE FIRST TIME USAGE ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccceccecceccs 6 L EM FD TAa A A E EAE EE EEAO A 6 5a REMOVE EXAMPLE DATA ssrresraroriniinon inann NAA EAEAN ANE AAA 7 6 USER SITE FIRST TIME USAGE ssesssssssssssossssossosoososssossssosossossssossossssosssssossossssossossososssssssosssssossssossoso 7 7 PUBLISHER ADMINISTRATION ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccceccs 7 AA ITEMPLATE GTO IE Seite ce ee EEE
13. late Actions If you don t see this option most likely you don t have the appropriate permissions You need to be a site owner or site designer to manage site features Enable search configuration export Reset to site definition NOTE that you have to activate Templates Manager this way if you want to use the solution on the root site of the site collection even though you activated it when you uploaded Find the Templates Manager entries in the list of Site Features You will see two entries to activate Templates Manager Publisher to publish and distribute document templates When this feature is activated on a site a TMTemplates library and a Templates Manager settings page will be created Templates Manager User to search and use document templates When this feature is activated on a site all document libraries on that site will show the templates and a search field when a user starts creating a new document Click on the Activate button to activate both or one of these features Templates Manager Publisher 1 0 8 Activate Publish categorize and distribute document templates For more information please visit www kalmstrom com Templates Manager User 1 0 8 o Activate Find the document template you need For more information please visit www kalmstrom cam 4 4 PERMISSIONS Standard SharePoint permissions are used for Templates Manager 4 4 1 USERS People who should use templates must have at leas
14. lick on the Upload Solution button and browse to the file TemplatesManagerSP wsp on your BROWSE SOLUTIONS LIBRARY computer Click on the SOLUTIONS tab if the Upload Solution button is not visible Delete Activate Deactivate Upgrade When the file has been uploaded you will be shown a dialog where you can activate the i Mew Commands solution Don t worry if you get a warning message Templates Manager is intended for Upload Solution moderate modification of data but the solution will do what you tell it to do nothing more Upload s solution into this solution Now Templates Manager is available for all sites in gallery this site collection Documents If your SharePoint farm has many site collections you need to do this for each site collection On site Contents request kalmstrom com Business Solutions can provide PowerShell scripts that can be run to mass deploy Templates Manager Templates Manager V1 www kalmstrom com 4 kalmstrom iz Templates Manager leveraging your Microsoft a for SharePoint Business Solutions 4 3 ACTIVATE FOR SITE When Templates Manager has been installed in the site collection you need to activate the solution for each site and subsite where it should be used Go to the site where you want to activate Templates Manager and once again select Site fame Settings Manage site features Then select Manage site features under Site Save site as temp
15. ollection where Templates Manager is used The registration key will continue to work as long as the company organization is a kalmstrom com Subscriber Templates Manager will automatically verify that your registration key is still valid every 30 days No private information will be collected There will be a count down during 30 days and then an automatic renewal for another 30 days and so on as long as the company organization has a valid subscription Should the subscription be cancelled there will be no renewal Templates Manager V1 www kalmstrom com 12 ffs Templates Manager top for SharePoint kalmstrom i i leveraging your Microsoft Business Solutions 11 SUBSCRIPTION Templates Manager is licensed with a subscription There are three subscription levels Minimum Medium and Premium Support upgrades and an unlimited number of users within the subscribing organization are included in all levels Refer to the Templates Manager Subscription page 12 CONTACT If you have any kind of problem or questions about Templates Manager there are several ways of contacting us E mail support kalmstrom com Technical issues sales kalmstrom com Subscription and general issues finance kalmstrom com Invoices payments Telephone 46 739 206 106 Within USA 800 518 4155 Online chat http www kalmstrom com 13 DEACTIVATION AND REMOVAL Should Templates Manager not be used anymore there are two ways to remove it
16. ouped in categories This is done on the settings page where a simple textbox contains all category names In the textbox you can write in paste edit and remove categories To reach the Templates Manager settings page open the LIBRARY tab in the ribbon of the TMTemplates library and click on the Templates Manager Settings icon SharePoint automatically orders the category names alphabetically alent tas CY SHARE yy FOLLOW 0 e EDIT LINKS Search this site 9 Home Template Category Notebook Agendas Brochures Budgets Recent Business Calendars Financial Management Documents TMTemplates Templates Manager Flyers m Invoices Site Contents Letters Recycle Bin Papers and Reports Planners and Trackers EDIT LINKS nae Surveys License OK Cancel When you add a new category in the settings that category is shown in the Properties dialog dropdown where you select category for each template But the new category is not shown in the TMTemplates library until you have selected the category for at least one template The first time you click on the Templates Manager link in the Quick Launch after Templates Manager Publisher has been activated on a site a link in the Get Started page opens the Settings page refer to Publisher Site First Time Usage 7 2 UPLOAD TEMPLATE Create a new template by uploading a Word Excel or PowerPoint file to the TMTemplates library This library is created by Templ
17. r this process can be provided on request Templates Manager V1 www kalmstrom com 11 kalmstrom iz Templates Manager dope for SharePoint i i leveraging your Microsoft Business Solutions 10 REGISTRATION AND TRIAL INFO You may evaluate Templates Manager without cost and with full functionality for 30 days If you want to continue using the solution after the trial period you must subscribe to the solution We supply a Premium version which does not require registration but organizations who select the Minimum or Medium Subscription must register their installations of Templates Manager Minimum and Medium Subscribers will be given a registration key which allows the organization to continue using Templates Manager for the duration of the subscription To register open the Administration page and press the License button to open the Registration dialog Enter an e mail address with your company organization 2aaIES domain and the registration key you have received from kalmstrom com Then click on Registration Templates Manager Please enter your e mail address and your registration key for Templates Manager and click Registration You need to be connected to the Internet for this to work This version will function 30 more days Registration key Format XX XXXX XXXX XKXXKX XKXX XXXX wiww kalmstrom com Liz Templates Manager a Dy for SharePoint The registration must be done once in every site c
18. t Contribute permission over the Templates Manager document library They must also have Read permission on the site where the Publisher feature is activated 4 4 2 PUBLISHER The Templates Manager publisher must have Full control over the site where Templates Manager Publisher is activated Templates Manager V1 www kalmstrom com 5 kalmstrom Fa Templates Manager Tof for SharePoint i i leveraging your Microsoft Business Solutions 5 PUBLISHER SITE FIRST TIME USAGE When Templates Manager Publisher has been activated but no categories have been entered in the settings and no files uploaded to the TMTemplates library a Get Started page is shown when you click on the Templates Manager link in the Quick Launch From the Get Started page you can either generate Example data or open the Administration page to enter your own template categories and then upload template files to the TMTemplates library You can also reach the Manual web page to download this manual z BROWSE PAGE SHARE yy FoLLOw O kalmstrom com demos Sales Development EDIT LINKS Search this site v 0 Home S Templates Manager Notebook for SharePoint Documents Welcome to Templates Manager Templates Manager With Templates Manager you can organize templates and distribute them to the whole SharePoint farm Site Contents Please select one of these options Recycle Bin Add your own templates to Templates Man
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