Document Template is the structure used in Robosme to produce standard, consistent, and dynamic documents from records. Outputs such as proposals, contracts, campaign documents, and service forms are prepared with this mechanism.

This structure aims to:

Prevent everyone from doing the same job differently, linking document production not to individuals but to the system.

Definition

Document Template definitions can be made for all permitted concepts in the system.
(Except for concepts specifically disabled by the system.)

A new Document Template:

• is created through a modal screen
• after the record is created, details are edited on the Document Template screen

A template consists of four main sections:

1. Document Name
2. Header
3. Footer
4. Content

The purpose is to be able to manage the document's visible structure independently of its content.

Authorization

Authorization in Document Templates works in accordance with Robosme's fundamental logic.
There are no roles like Assign and Export to Excel.

Control is entirely done through Access Level.

There are three levels:

• User
  The user can only view, update, and delete templates created in their own name.
• Team
  The user can perform operations on templates defined for teams they are a member of.
• Organization
  Templates valid across the organization. This is the widest scope.

Robosme looks at these questions here:

In whose name was this template created, what is its scope, is the user included in that scope?

If the answer is clear, the authorization is clear. No gray area is left in between.

Features

Document Templates do not consist of static text. The real power is on the dynamic and rich content side.

Document Name

• Static text can be written
• Record fields can be added dynamically
• Global dynamic values such as date and user can be used

Header & Footer

• Rich text support is available (font, color, alignment)
• System logo can be added
• Dynamic fields can be used

Content

• Rich text and tables can be used
• Record fields can be printed dynamically
• 1:N and N:N related records can be displayed in table format
• Global dynamic values can be added
• Logo can be used

Language Management

• Turkish
• English
• General

Whichever language the user selects, only templates suitable for that language are listed.

Status Management

• Draft → being worked on
• Published → available for use, cannot be modified
• Inactive → out of use

A published template is in production. If changes are needed, creating a new template is the healthiest approach.

Document Output

Document output is the process of defined templates being converted into a real file from the record.

A user:

• in the related concept
• if there is at least one published template

sees the Document button on the record detail screen.

When the button is pressed:

1. Language is selected
2. Template is selected
3. The system automatically generates the document

If the user wishes:

• Can change the document name
• Can download in PDF or Word format
• Can send via email

If the record is a person or company type, the recipient field is automatically filled; if it is a transaction record, the related field is automatically filled.

The user here does not think "how do I produce." Only which template answers the question.