Managing Document Templates in the Plex Document Control System (DCS)
The Document Control System (DCS) allows users to generate new documents using existing documents or folders as templates.
To maximize the efficiency of this feature, consider establishing a root-level folder in DCS dedicated to template storage, ensuring quick access. Alternatively, templates can be stored alongside their completed versions for straightforward reference.
Beyond just document creation, you can also replicate folder structures—whether that involves a parent folder with subfolders or a parent folder accompanied by child documents.
Please note, however, that when generating files from existing folder structures, you can only create up to 10 files simultaneously.
The "create from existing" feature is particularly beneficial for seamlessly incorporating attachments within Plex. By navigating to the designated root-level template folder, you can effortlessly attach a file derived from an existing one, significantly reducing the time spent sifting through the DCS folder hierarchy to locate the appropriate template file.
To create a new file based on an existing document or folder, utilize the Document Control System (DCS). Here’s how to do it:
1. Access the Document Control System screen.
2. Navigate to the desired location where you want to create the new document or folder.
3. Click "Add" on the Action Bar and select "Create From Existing Document."
4. In the document selection dialog box, find and select the document or folder you wish to use as a template.
5. On the Action Bar, choose one of the following options:
- Select "Document" if you’re basing it on a document.
- Select "Folder" if you're using a folder template.
6. If needed, make adjustments to the properties of the document or folder.
7. Finally, click "OK" to complete the process.