Formatting Application

When you preview a document, the system uses a Microsoft Word default template file to generate a Microsoft Word document containing the content. You define the default template name on the Document Format and Options page. The default template file must contain a set of paragraph styles required for the preview and generate document function. You also define the paragraph styles for use on the Document Format and Options page. The sample word template delivered by PeopleSoft contains Microsoft Word paragraph styles and outline numbering that the PeopleSoft sample database uses.

When you click the Preview Document button for a clause or section, the system extracts the stored XML for each of the document objects stored with the database. During the preview of a clause or section, the system generates text based on the appropriate default Microsoft Word template paragraph style at the SetID level stored in the database. The system uses default paragraph styles during document previews unless you have used clause or section specific (override) paragraph styles or numbering. In this case, the system attempts to keep your override formatting for the specific clause or section. The Overriding Styles section later in this document discusses this concept further.

When you preview a document configurator, the system uses the Microsoft Word template that you specify on the document configurator to apply paragraph styles specific to the configurator.

The Create Document button initiates the document generation process. You specify the document configurator as part of the generation process. The configurator contains the Microsoft Word template. The generation process for creating the .XML file is similar to the preview, except during the expansion of the document configurator, the Supplier Contract Management system overrides the numbering and outline level formatting of the document based on the structure of the configurator.

Suppose the configurator has a structure consisting of a section and a clause and the section has two clauses. The standard numbering formatting is set to start with 1 for the first level and 1.a for the second level. The document generation expansion process numbers the section text title as 1. without indentation and indents each of the clauses in the section. The system numbers each clause in the section as 1.a and 1.b. The last clause is also at level one in the document configurator and the system numbers it as 2 and does not indent it.

Note:

Typically, you should not edit a document after its generation to change its standard numbering and outline position. You should make these types of changes in the default Microsoft Word template that is stored in the PeopleSoft system. This maintains document generation consistency if you apply the change to all documents that are generated from that configurator.

Note:

Setting up and using formats between PeopleSoft and Microsoft Word requires a working knowledge of formats and styles and how they effect the appearance and use of documents. You should have a complete understanding of Microsoft Word paragraph styles and formatting prior to creating the clause library. For additional information about Microsoft Word styles and formatting, see the Microsoft web site. For example:

—http://office.microsoft.com/en-us/word-help/style-basics-in-word-HA102647012.aspx?CTT=1