Your profile essentially displays all personal information that is connected to your user account. You can assign a default location to it as well as being able to display the information entered in predefined fields. This data can be sourced from your company’s Active Directory as well as be entered manually.
When you first open empower docs, a window will open which displays your own profile’s data as it was entered in your company’s Active Directory. If required you can adapt these entries.
Please note: any modifications of these entries will not overwrite the entries in the Active Directory.
Once you are content with your changes, you can confirm them by clicking OK. Clicking on Profiles in the empower docs menu will allow you to either select a profile to insert into your document, or gain access to the profile editing menu to manage your list of profiles.
A click on Manage Profiles will open a new window with a list of all profiles that your user account has already added.
To add a further profile, simply click on the “+”-symbol.
A search window will open in which you can enter the name of the user you wish to add to your profile list.
Here you can search for a user in your company’s Active Directory. This profile can later be inserted into your document from a dropdown menu. This option is especially useful if a secretary’s office is to write a letter in the name of a director. For further information, see chapter Inserting additional profilesI.
Once your entry has been found, select the user from the list below and click OK to add the name to your list of profiles.
Editing profile data
If required, you are able to adjust your profile data. To do so, select the profile you wish edit from the list and then click on the pen symbol at the bottom of the window.
A further window with entry fields will open – identical to that which appears when you open empower docs for the first time. Here all data that has been entered in the Active Directory has already been inserted. If required you are able to adapt these entries.
A synchronization with the Active Directory in regular intervals will keep your profile data up to date. Once you edit a field manually, empower docs will regard this modification as the most current data and will no longer synchronize this field. At no time will any modification of the fields be written back to the Active Directory.
Each field with a highlighted AD represents a field with an established connection to the Active Directory. This will allow a change in the Active Directory to be synchronized with the corresponding field in empower docs. Click the button to reset it to the value entered in your company’s Active Directory. Doing so will load the original data from the Active Directory, however any local changes made to the field via the empower docs client will be overwritten and may have to be re-entered. A non-highlighted AD button delineates that there is no entry in the Active Directory, the field is therefore not linked with the corresponding field in the Active Directory, and the data has been entered manually. Clicking a non-highlighted AD button will delete the field’s entry. You will be asked to confirm both kinds of resets.
Each user has the possibility to provide translations of their profile data, such as for their name, title or department, e.g. the German name Müller can be displayed as Mueller when switching to English. To add a new language version of your profile, simply click on the “+”-symbol in the editing window of your profile.
A copy of the first line, the default profile, is made – simply adapt the required fields. As soon as a further language version of a profile has been created, the first line is the equivalent of US English. Select the desired language from the dropdown menu on the far left. The languages available are those that have been implemented in the database.
Once you have made all the desired changes, save the settings by clicking OK. To delete a language version of your profile, simply select it and click on the “–“-symbol.
Once a profile has been inserted onto the template, the languages available are prescribed by the selected location – regardless how many language versions of the profile have been created. All changes to your profile data, including all language versions of your profile are saved to the database. This way all users have access to these changes when they search for and add an edited profile.
Inserting additional profiles
When you click the Profiles button in the empower docs menu and then select Choose Profile, a selection window will open. Here all profiles you have added to the list can be selected form a dropdown menu. Depending on the template you have downloaded, you have the option to insert up to three profiles into your document.
You also have the possibility to automatically set which additional profiles are to be inserted into the document by default once it has be downloaded from the library. This option is especially useful if there is always the same additional profile to be inserted into the letter, provided the desired template has been set up to accommodate more than one profile. You can set default profiles by opening the Manage Profiles window.
On the bottom right you will find buttons that set which profile is to be inserted by default. Simply select the desired profile from your profile list and then click the appropriate button.
A figure will appear to the right of the profile indicating what kind of default profile it has been set as. The figure indicates the order in which the profiles are inserted into the document. To revert the setting simply select the profile from the list and click the button again.