Table of Contents

Introduction

Text blocks are used in foreknown to manage reusable texts for offers, orders and invoices. These texts can be used in the introduction and closing sections as well as in the positions and can be provided with placeholders.

The maintenance of the text blocks is accessible for the roles "Account administrator", "Account manager" and "Accountant".

Manage Text Blocks

Search Text Block

If you open the "Text BLocks" dialog, you will see the following:

List of Text Blocks


The upper area of the dialog contains the search field and the "+ New" button (see also Create Text Block). Below this area all already created text blocks are displayed in the form of a scrollable, filterable and sortable list.

If you now enter a search term in the input field, the list will only show the text blocks that contain the entered search term in their name. In this way, individual text blocks can be found and edited quickly.


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Filter Text Blocks

In addition to the search function, the management of text blocks also offers a filter dialog. A filter dialog is always located in foreknown as a fold-out dialog on the right side. The filter dialog can be expanded and collapsed by clicking on the button with the three dashes above the list on the left.

Text Block Filter


The following filter options are offered for text blocks:

  1. Included in Code: A component of the abbreviation of a text block can be entered in an input field.

    Example: Text blocks are stored in two languages. The Code is prefixed with "DE-" or "EN-" to indicate the language. This filter can thus be used to filter all text blocks with the corresponding prefix.

  2. Document Type: The document type for which the text block can be used can be selected from a drop-down list. The document types "Offer", "Order" or "Invoice" are offered.

The action "Apply" displays all text blocks in the list that match the filter criteria. The action "x" removes all filter settings, and the list shows all text blocks again. The "Reset" action (symbol: arrow in circle) discards all changes that you may have made to a saved filter.

Documentation note: For general information about the filter options see also in chapter Basics: Filters.


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Show Text Blocks Details

To display more details about the individual text blocks in the list view, click on the icon with the two arrows.

List of Text Blocks


The content of the text block is then also displayed in the list view. Clicking the button again hides the details again.


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Create Text Block

To create a new text block, click on the "+ New" button located at the top right of the search field. This button opens the "Create Text Block" popup dialog.

Create new Text Block - Popup Dialog


The following properties must/could be specified for a new text block:

  1. Name: Name of the text block.
  2. Code: Unique code used for the search with a minimum of 2 and a maximum of 15 characters. Allowed characters are capital letters, numbers and hyphens. It must start with a letter and must not end with a hyphen. e.g. DE-STD-1
  3. Description: A description text can be stored to explain the use of the text block.
  4. Document type: One of the following document types can be selected from a drop-down list:
    1. Offer: Text blocks with this usage will only be suggested for offers.
    2. Order: Text blocks with this usage are only suggested for orders.
    3. Invoice: Text blocks with this usage will only be suggested for invoices.

The content of a text block is also displayed via the detail view.

The "Save" action creates a new text block. The "Reset" and "Cancel" actions discard the entries, and in the case of the "Cancel" action, the dialog is closed.


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Action Menu

Via the action menu, which is opened via the three dots at the beginning of each line, the actions described below can be executed.

List of Text Blocks


Edit Basic Data

The properties of a text block can be edited via a popup dialog. This is opened via the action menu with the action "Edit Basic Data". See also the description of the Create Text Block dialog.

Edit basic data of a Text Block



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Edit Content / Placeholders

To define the content of a text block, the action "Edit Content" can be selected via the action menu.

Edit Content of a Text Block


All document types have a common set of placeholders:

Common customer-related Placeholders
  • customerCompanyName: Customer - Company Name
  • customerContactPerson: Customer - Contact Person
  • customerContactPersonEmail: Customer - E-Mail Address
  • customerContactSalutation: Customer - Salutation
  • customerContactSalutationWithName: Customer - Salutation with Name
  • customerReferenceNumber: Customer - Reference Number
Common document-related Placeholders
  • title: Title
  • number: Number
  • date: Date
  • creator: Creator
  • responsible: Responsible Person
  • paymentPeriodDays: Payment Period in Days

Depending on the document type, there are different placeholders:

Special Placeholders for Offers
  • bindingPeriod: Offer - Binding Period
Special Placeholders for Orders
  • relatedOfferNumber: Order - Related Offer Number
  • relatedOfferTitle: Order - Related Offer Title
  • relatedOfferDate: Order - Related Offer Date
Special Placeholders for Invoices
  • servicePeriodStartDate: Invoice - Service Period - Start Date
  • servicePeriodEndDate: Invoice - Service Period - End Date
  • servicePeriodMonth: Invoice - Service Period - Month
  • servicePeriodYear: Invoice - Service Period - Year

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Copy Text Block

A text block can be copied via the action menu with the action "Copy text block". The Create Text Block dialog will then open, in which the data of the selected text block will be copied.

NOTE: Please note that the code must be adjusted so that it is unique.


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Delete Text Block

A text block can be deleted via the action menu with the action "Delete Text Block". A pop-up dialog opens, which must be confirmed with "Delete".


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Edit Text Block

Clicking on a text block in the list opens the corresponding detailed view.

Detailed view of a text block


Here the basic data is displayed in the upper half and the content of the text block in the lower half. These can be edited as described below.


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Detailed View - Edit Basic Data

The basic data of a text block can be edited in the detail view by clicking on the pencil icon in the upper right corner. This opens a popup dialog with all properties of the selected text block.

See also Edit Basic Data


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Detailed View - Edit Content

To define or update the content of a text block from the detail view, click on the "Edit Content" button which allows to edit the content of the selected text block in an editor of the "Update Content" dialog.

See also Edit Content / Placeholder


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