Generate documents from template attachments

Users can generate communication attachments from documents attached to the communication template. These template attachments are documents which will generally utilize the field substitution feature within AVEVA Contract Risk Management, which allows Microsoft Word documents to be populated with contract-specific information. (For more information, see Document generation with Microsoft Word.)

Communication attachments generated from template attachments can be opened and edited in the same way as other communication attachments.

They can be generated under the following conditions:

• If the contract's Method of Communication is set to Contractor to communicate via other means (in other words, the contractor does not use the Contractor Portal), documents can be generated when the communication is in any state except for Not Agreed and Rejected.

• If the contract's Method of Communication is set to Contractor to communicate via Contractor Portal, documents can only be generated when the communication is in Draft state.

  Note This functionality is not available on the Contractor Portal.

To generate a communication document from a template attachment:

1. On the communication register, click the Title of the communication you want to copy the template attachment to.

   The Communication Details page is displayed, with the list of documents attached to the communication displayed in the Attachments section.

2. Click Attachments and select Generate Document from Template or Generate Document from Template in Sent Communication as appropriate from the menu.

   The View Document Templates window is displayed.

3. Click the icon for the template attachment from which you want to generate a document.

   The Generate Document From Template window is displayed.

4. Enter the Name of the document.

5. Select whether the document is Visible in Contractor Portal.

6. Select whether the document Is Confidential.

7. Select Enable Version Tracking On if new versions of the document should be saved to AVEVA Contract Risk Management when it is edited online or replaced. If version tracking is enabled, a (V*) suffix is appended to the document name. If the document has only one version, it will be displayed as (V1). As new versions are added, the version number is incremented by one (V2, V3, ...).

   See Version tracking for more information.

8. Click Save.

   The Communication Details page is displayed, with the new document displayed in the Attachments section.

   It can be previewed, edited and updated in the same way as attachments added directly to the communication.