How can I add download information to a template?

Scilife gives you the opportunity of adding variables to Document Types so that metadata can be automatically populated in your documents.

If you need your documents to include information about their downloads, you can include the variable ${document_download_info} on your templates.

The download information variable always shows: Document Downloaded by User Name at dd/mm/yyyy Time.

You can add the variable to your Document Type template or add it to a document on its next revision.

Adding and formatting the ${document_download_info} variable

The following description is based on making the changes in the Document Type so that all Documents that are created based on the Document Type will include this configuration. If you wish to make the changes in an already existing Document you can follow the same steps but instead of editing the Document Type, you need to make these same changes directly in the Document.

Editing the footer in the Document Type template

1. Go to Documents > Document Types.
2. Use the Filters and/or Search field to find the Document Type that you wish to edit.
3. Click on the Actions button.
4. Click on Edit and Word will open it for live edit.

Once Word opens: 

1. Go to the section where you would like the variable to appear, for example, the footer section.
2. Paste the variable ${document_download_info} and then make sure the entire variable is selected in order to give it the desired format.
3. Give the variable the font size you want for it to have, for example, font size 8.
4. Give the variable the format you want for it to have, for example, italics.
5. Save changes to the cloud and exit Word.

Once the download information variable has been configured correctly, then create a new Document based on this Document Type.

Initially, while the Document is ongoing (Draft, Under Review, Signing by Approver, Signing by QA) the variable is visible in the document when shown in the viewer in Scilife.

As soon as the document goes to Approved, not Published the variable will not show any longer in the viewer but when a download is made, the download information will be included in the footer in the font size and format given to it in the template.