Creating and Managing Custom Documents


Security Note: This Feature Requires Special Security Access

If you need access to use this feature, contact your 25Live Administrator. In the Series25 Group Administration tool, they can set Admin: 3.0 View and Edit Event Registration to Yes to allow access for your security group.

What Can You Do With The Custom Document Feature?

Custom document exampleImage: Example of a custom event contract.

Users with appropriate permissions (See the Series25 Group Administration tool help) can easily create and edit custom documents (such as event contracts) by adding content for:

  • Header (top of the document)
  • Body (middle/main section of the document)
  • Footer (bottom of the document)

This feature allows the creation of content more quickly and easily than creating a full custom report (which can now be reserved for creating more complex content). Custom content can include rich text, images, links, tables, and many variables for including event information.

After creation, custom documents can be printed with events using the More Actions section in the Event Details view as well as included in emails.

Creating a New Custom Document

1. Go to the Document Management View in System Settings

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live Pro as an administrator or user with permissions to access System Settings, open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

Use the menu link to go to the System Settings view, then continue to the Document Management section.

Document Management section in System SettingsImage: The Document Management section is the System Settings.

2. Choose Create Document and Type Name

Creat Document link on the sideImage: The Create Document option is in the left-side, blue menu.

In the left-side, blue menu bar, choose Create Document.

At the top of the view, type in the Name field. This is an internal (not public) name used for organization.

3. Choose the Scope of the Document

Use the Choose the scope of the document dropdown menu to choose between:

  • Event Based - the custom document will be scoped to the entire event
  • Reservation Based - this option allows you to choose one or more reservations the document will be scoped to and offers special reservation-based template variables you may include in the content
    • Example Use: to create a bill or invoice for only one occurrence in a series of meetings
    • Example Use: to send out a confirmation or catering document that only displays resources and instructions for one occurrence 

4. Complete the Header, Body, and Footer Sections

Formatting optionsImage: Content fields offer many formatting and additional content options.

  • The Header field controls what will show at the top of your custom document.
  • Use the Body field to add content to the middle of your document.
  • The Footer field will display at the bottom of the document.

All three content fields feature many formatting options that are similar to what you find in other areas of 25Live as well as in many common internet applications for bold, italic, and changing font type and font size.

Adding Links

Link in a content fieldImage: After completing the options, the link will appear underlined in blue by default.

The link icon (Link icon in content field) provides the ability to create links on text or images. Simply highlight the text or image, enter the URL (address), title for the link (important for accessibility), and choose whether you want the link to open in the current window or a new window/tab.

Tip: Viewing Source Code

If you are very technical, you can use the Tools > Source Code option to edit the source code in any content field.

Adding Images

Image in a content fieldAfter adding an image, it will appear in the content field.

Use the Insert menu at the top of any of the fields, and choose the Image option to enter:

  • The URL Source for the image (which should be hosted elsewhere, such as your institution's website)
  • The Alternative description is important for use of accessible screen readers
  • The Width and Height of the image (if different than the auto-completed values)

The image will display within the field if the URL is correct. Click or tap on the image again to edit its options.

Using Tables

Table Properties boxImage: The table options include the size and alignment of the table.

At the top of the field, use the Insert dropdown menu and the Table option. You will then need to complete:

  • The number of columns (Cols) and Rows needed in your table
  • Width and Height of your table are expressed as a percentage or pixels (100% is the easiest recommendation)
  • The number of pixels for a Border width (0 for none)
  • If a Caption should display (useful for screen readers)
  • And the Alignment to display the table in (useful if less than 100% width)

If you use the link to the Advanced section, for additional border and color options.

Using Template Variables

Template Variables sectionImage: Use the down arrow on the right side of the section header to reveal Template Variable options. 

Template variables are encoded values that will pull data dynamically into your custom document, such as an event requestor's email, an event name, and custom variables.

View List of Template Variable Examples

You can expand the Template Variables section below the Header, Body, and Footer sections to easily choose and copy the exact syntax needed for variables. 

If you chose to create a Reservation Based document, special template variables are available to you, which will appear in the Template Variables section.

Variables can be generated by interacting with the elements in the Template Variables section.Image: Variables can be generated by interacting with the elements in the Template Variables section.

5. Preview Your Document

You're encouraged to preview your document before finishing. 25Live gives you the opportunity to preview your document using an internal Event Reference, which is in the format of:

 Four-digit year
Dash
Six uppercase letters
2021
-
AAZHZA

This reference ID will pull information from the event to populate any template variables used in the content.

Choosing reservations to previewImage: Reservation Based documents allow you to choose reservations to preview.

If you chose to scope the custom document as Reservation Based, after entering the event reference ID, use Load Reservations button to Select an occurrence to preview.

6. Save Your Document

Use the Save button to complete creating your custom document.

You are now ready to utilize your custom document.

Editing Custom Documents

1. Go to the Document Management View in System Settings

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live as an administrator or user with permissions to access System Settings, open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

Use the menu link to go to the System Settings view, then continue to the Document Management section.

Document Management section in System SettingsImage: The Document Management section is the System Settings.

2. Choose Edit Document and Optionally Edit Name

Edit Document link in side menuImage: The Edit Document link is in the blue side menu.

In the left-side, blue menu bar, choose Edit Document.

You can edit the internal Name of this custom document.

3. Optionally Change the Document Scope

While you have the option to use the Choose the cope of the document dropdown menu to change the edited custom document to be Event Based or Reservation Based.

Changing the Document Scope Isn't Recommended

Be careful changing the document scopt. If you used any special reservation-based template variables in your content, then change to an Event Based scope, your content may not appear as expected.

4. Edit the Header, Body, and Footer Sections

Formatting optionsImage: The content fields are editable with options for formatting and inserting additional content.

Use the Header, Body, and Footer fields to edit the content of the document.

Please refer to the description of formatting options and objects you can insert in the content fields above, including template variables (see reference). Click or tap on any image to edit its options.

5. Preview Your Document

You can preview your document using an internal Event Reference, which is in the format of:

Four-digit yearDashSix uppercase letters
2022-AAZHZA

This reference ID will pull information from the event to populate any template variables used in the content.

6. Save Your Document

Use the Save button to save changes, or Cancel to discard all changes.

Deleting an Existing Custom Document

1. Go to the Document Management View in System Settings

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live Pro as an administrator or user with permissions to access System Settings, open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

Use the menu link to go to the System Settings view, then continue to the Document Management section.

Document Management section in System SettingsImage: The Document Management section is the System Settings.

2. Choose Edit Document and Select

Edit Document link in side menuImage: The Edit Document link is in the blue side menu.

In the left-side, blue menu bar, choose Edit Document.

Use the Edit an existing document dropdown menu to choose which you want to edit.

3. Use the Delete Button

Scroll down to the bottom of the view, and use the Delete button. Be sure before deleting, as this action cannot be undone.

Next, see Utilizing Custom Contract Documents.