5 Managing Template Configuration

Prerequisites for Configuring Custom Templates

Managing Configuration Entries

All configuration Categories and configuration Types selected for the template are listed.

Use Group By Category to group configuration options by category.

When values are fetched from a dependent configuration, list values are displayed as Code-Description. If an entry has no description, only its code is displayed.

Tip:

Use the Manage Translations link to enter localized descriptions for properties when the Multi Language OPERA Control is active. Use the Generate action for AI translation. The Languages available are fetched from the template.

Adding Configuration Entries to Templates

The New action is unavailable for configuration types that support editing of seeded entries only. For these configuration types, select an existing entry and click Edit. See OPERA Cloud Seeded Configuration for the affected configuration types.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Configurations tab.

   2. Select a configuration Category, then select a configuration Type, then click Edit

   3. Click New and complete the configuration, then click Confirm.

Editing Configuration Entries in Templates

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Configurations tab.

   2. Select a configuration Category, then select a configuration Type, then click Edit

   3. Select the Code, then click Edit

   4. Make the necessary changes.

   5. Click Save.

Downloading Configuration Entries

To download a zip file containing configuration details for a configuration type.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Configurations tab.

   2. Select a configuration Category, then select a configuration Type, then click Download

   3. Select a destination folder, then click Save.

Deleting Configuration Entries

Configuration types in Pending or Pending Modified status can be deleted.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Configurations tab.

   2. Select a configuration Category, then select a configuration Type, then click Edit

   3. Select the Code in the search result, then click Delete

Archiving Configuration Entries

You can archive Approved or Rejected configuration entries to prevent distribution to new properties.

Note:

Seeded configuration cannot be archived.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select a Configuration Main Group, then select a Configuration Type and click Edit

   2. Select the Code in the search result, then click Archive

Unarchiving Configuration Entries

You can unarchive configuration entries and revert to Pending status for review.

Tip:

Select Archived status.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select a Configuration Main Group, then select a Configuration Type and click Edit

   2. Select the Code in the search result, then click Unarchive

Viewing Configuration Property Distribution List

To view a list of properties associated with a configuration type based on the custom template assigned to properties.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Configurations tab.

   2. Select a configuration Category, then select a configuration Type, then click Edit

   3. Select the Code in the search result, then click View Logs

Manage Stationery Templates

You can setup and distribute customised stationery RTFs in enterprise and custom templates. Stationery does not require approval in order to distribute to properties.

Distribution creates new stationery records and updates existing matching records in OPERA Cloud, including the customized RTF attachment.

When the Multi Language OPERA Control is enabled in the enterprise template, language-specific templates can be configured in each stationery group. Ensure all required Languages are configured in the enterprise template as a dependency.

There are two types of stationery groups:

• Fixed Quantity - these stationery groups (such as folios, receipts) support the setup of only one template (for all languages). When the Multi Language OPERA Control is enabled in the enterprise template, an RTF template is required for each Language listed on the page.

• Multiple (Unlimited) - these stationery groups (such as confirmations, registration cards) support the setup of any number of RTF templates, often selected by users at runtime. When the Multi LanguageOPERA Control is enabled in the enterprise template you must select a Language for each stationery entry created.

Note:

Some country-specific folio and payment-receipt templates are not supported. See Supported Stationery Templates for the affected stationery groups.

Tip:

When adding stationery to the same report group in both enterprise and custom templates, ensure the RTF filenames are unique to prevent distribution failures.

Note:

To ensure compatibility, consider the lowest OPERA Cloud version deployed throughout your enterprise when distributing stationery templates.

A list of supported stationery groups is presented in the left side panel according to the Stationery Group tasks granted to your user group.

Adding Stationery Templates - Single RTF Groups

Report groups such as Receipts and Folios support the setup of one template. When the Multi Language OPERA Control is enabled in the enterprise template, each Language (configured in the enterprise template) is listed, along with the configured status, for easy setup of a localised template.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Stationery Management tab.

   2. Search and select a Stationery Group in the left panel.

   3. Select the template entry then click Edit and complete the following.

      1. Display Name: Enter a name for the template.

      2. Select RTF: Click to select or drag and drop your customised RTF file.

      3. Click Save.

   4. Repeat for other the languages listed.

Adding Stationery Templates - Multiple RTF Groups

Report groups such as AR Statements, AR Reminders, Confirmations, Registration Cards, Key Packet Labels support multiple templates.

For Accounts Receivable Statements, the Statement Numbering option is available when the Statement Numbers OPERA Control is active and its configuration is approved for the template. The option is selected by default. When selected, statement-numbering template values are distributed to properties; when cleared, standard statement template values are distributed.

When the Multi Language OPERA Control is enabled in the enterprise template, you must select a Language for each record created. For example, you may wish to setup various confirmation letters for German, Italian, French or Japanese speaking guests.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Stationery Management tab.

   2. Search and select a Stationery Group in the left panel.

   3. Click New and complete the following.

      1. Language: Select a language from the list (Available when the Multi Language OPERA Control is active).

      2. Display Name: Enter a name for the template.

      3. Statement Numbering. Available for Accounts Receivable Statements when the Statement Numbers OPERA Control is active and approved. This option is selected by default. Select it to distribute sample_statement_numbering template values; clear it to distribute sample_statement template values.

      4. Select RTF: Click to select or drag and drop your customised RTF file.

      5. Click Save.

Editing Stationery Templates

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Stationery Management tab.

   2. Search and select a Stationery Group in the left panel.

   3. Select the template entry and click Edit

      1. Update the details and customised RTF file.

      2. Click Save.

Deleting Stationery Templates

Deleting a template in Enterprise Management will prevent future distribution of the template, but does not remove a distributed template from OPERA Cloud.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Stationery Management tab.

   2. Search and select a Stationery Group in the left panel.

   3. Select the template entry and click Delete

      1. Click Delete to confirm.

Managing OPERA Controls

Select the OPERA Controls to activate at OPERA Cloud properties. Global OPERA Controls are available in the Enterprise template. Parameters with additional settings are not supported.

Note:

Activating or deactivating OPERA Controls does not impact the configuration types available in templates.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the OPERA Controls tab.

   2. Select a Group, then select Functions or Parameters to expand the list.

   3. Toggle the switch to activate or deactivate the OPERA Control.

Managing Template Property Roles

Use to create template property roles. When the Activate Template Tasks on all Dependent Roles OPERA Control is active in OPERA Cloud, the tasks selected for the template property role are updated on property roles based on the template role.

When sharing a single enterprise template across multiple chains, you can configure template property roles within a custom template to assign specific template roles to only one chain, based on how the custom template is assigned to properties.

Template property roles must be reviewed and approved to distribute to properties. See Managing Configuration Approval Status for details.

Tip:

Click Synch from OPERA Cloud to refresh tasks from the highest (latest) OPERA Cloud version in your enterprise.

Adding Template Property Roles

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Template Roles tab.

   2. Click Create Role and complete the following.

      1. Role: Enter a code for the role.

      2. Display Name: Enter a name for the role.

      3. Description: Enter a description for the role.

      4. Search and select the tasks assign to the role.

         To grant every available task to the Template Property Role, click Select All.

         Use the Granted and Not Granted filters to display tasks according to their current assignment to the Template Property Role.

      5. Click Create.

Editing Template Property Roles

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Template Roles tab.

   2. Select the Role and then click Edit

   3. Make the necessary changes.

   4. Click Save.

Deleting Template Property Roles

Note:

Approved Template Property Roles cannot be deleted.

1. From the Side Menu, select Manage Enterprise Template or Manage Custom Template.

2. Select the template code link in the search result or click Manage Configuration

   1. Select the Template Roles tab.

   2. Select the Role and then click Delete

Configuring Wash Schedules for Distribution

When configuring a wash schedule, complete both the schedule definition and its Wash Code Details.

1. Create or open the wash schedule and enter its Code and Description, as applicable.
2. In Wash Code Details, click New and complete the detail entry, including Days to Prior Arrival.
3. Add any further detail entries required for the schedule. Use a different Days to Prior Arrival value for each entry within that schedule.
4. Save the configuration and verify that the required detail entries are present before distributing the schedule.

A schedule without Wash Code Details is not ready for distribution. If a Days to Prior Arrival value duplicates another detail in the same schedule, correct the value before saving the detail.

Configuring Group Stationery

Use Group Stationery to manage customized banquet event order, quote, and contract RTF templates in enterprise and custom templates. Multiple stationery entries can be configured for each supported report type.

Before you begin:

• Ensure that your user group has access to Stationery Groups > Group Stationery in Manage Groups. See Managing User Groups for details.

• To configure language-specific stationery, enable the Multi Language OPERA Control and configure the required languages in the enterprise template.

• Use unique RTF file names within the same stationery group across the enterprise template and its custom templates to avoid distribution failures.

To create a Group Stationery entry:

1. Open Manage Configuration for the enterprise or custom template.

2. Select Stationery Management, then select Group Stationery.

3. Click New.

4. Select Language, when applicable.

5. Select Report Type:

   • Sample_BEO_1Column — one-column banquet event order.

   • Sample_BEO_2Column — two-column banquet event order.

   • Sample_BEO_2Column_FB — two-column food and beverage banquet event order.

   • sample_sc_quote — quote.

   • sample_cont_merge — contract.

6. Enter a Display Name.

7. Under Select an RTF, upload the customized RTF file for the selected report type. The maximum file size is 10 MB.

8. Click Confirm.

The selected report type determines the corresponding sample report, data source, and parameter form. You cannot configure default report parameters in Enterprise Management.

To update an entry, click Edit on its row, update the available fields or upload the replacement RTF, and click Confirm.

Downloading a Group Stationery RTF

1. Open the template and select Stationery Management > Group Stationery.
2. Locate the required entry by its language, display name, and report type.
3. Click Download File on the entry’s row to download its uploaded RTF.

This action downloads the stationery file, not a configuration CSV export.

Distributing Group Stationery

Group Stationery is distributed through the custom template assigned to the destination properties. Stationery does not require configuration approval.

1. Ensure that the destination properties are assigned to the appropriate custom template. See Managing Properties Custom Templates.

2. Open Manage Configuration for that custom template.

3. Select the Configurations tab and click Distribute.
4. Select the destination properties and complete the distribution procedure described in Distributing Configuration.
5. Review the distribution job status and logs.
6. In the destination OPERA Cloud property, verify the distributed reports in Manage Reports, under GROUP STATIONERY.

Distribution creates or updates the applicable stationery records and customized RTF files from the enterprise and custom templates. Deleting stationery from Enterprise Management prevents its future distribution; it does not delete a copy already distributed to OPERA Cloud.