Nintex DocGen Template Gallery

The Nintex DocGen Template Gallery accelerates the creation process by providing users with Document Package templates they can use to create a new Document Package based on what is contained within those templates.

For example, say you have a Document Package that generates a document based on a quote for an Opportunity record. In most cases a quote from an Opportunity is going to contain information that most users have by default. By selecting the Quote template from the Template Gallery, information regarding that opportunity is automatically used to quickly create a new Document Package and document template.

Overview of the Template Gallery

When you go to create a new Document Package, the first screen that appears is the Template Gallery dialog window. This window has a few different sections:

  • Categories - The choices on the left-hand side of the dialog window correspond to different categories based on the usage of the template. Some templates may appear in multiple categories.

  • Templates - This section displays a list of the templates available to use. These templates are generated by Nintex DocGen. However, if you have an idea for a template that you would like to share, please let us know by submitting an idea at Nintex Ideas.

Creating a Document Package without using a template from the Template Gallery

You can still create a new Document Package from scratch by selecting the Blank option in the Template Gallery. When selecting the Blank option you are then able to create a new Document Package the way you would create one before the addition of the Template Gallery.  For information on how to create a Document Package from scratch refer to DocGen Packages.

How are templates added to the Template Gallery?

Templates are added by Nintex DocGen and do not require users to run an update, or even update to the latest version! When new templates are available, they will automatically appear in the Template Gallery for use.

Template Gallery Storage

Where are templates created from the Template Gallery stored?

When selecting an option from the Template Gallery, users are creating a Document Package that also includes document templates. For example, a template that is used for users looking to generate a Quote document, is going to create a new Document Package based on quote information, and also have document templates attached.

These templates are stored depending upon whether or not your organization has set a folder ID in the DocGen Gallery Library ID field.

  • Personal Folder - If the DocGen Gallery Library ID field is blank, or the path set in the setting is invalid, then the template gets stored in the user's Salesforce Personal Folder. This is the default setting used for all users upon upgrading to a version of Nintex DocGen that has the Template Gallery feature.

Caution: With the use of the Salesforce Personal Folder for storage any user other than the user that created the Document Package through the Template Gallery, may receive an error when they attempt to run that Document Package.

  • Folder set in the Salesforce Custom Hierarchy Settings - If Salesforce Custom Hierarchy Settings are not blank and contain a valid folder path, then the template gets stored in the folder set in the Nintex DocGen custom setting. This is set from the ID of the desired Salesforce library and added to the DocGen Gallery Library ID field.This setting supersedes the Personal Folder option.

Updating the DocGen Gallery Library ID setting

In the case that users do not want to use their Personal Folder as the storage location, then a folder ID can be set in the DocGen Gallery Library ID field, in the Nintex DocGen custom setting. This setting allows you to set a file path that supersedes the use of the user's Personal Folder, and instead can use a shared folder path, most likely set an organizational level.

To update the DocGen Gallery Library ID field:

  1. Access Salesforce Settings, or from the Salesforce quick search, search for "Custom Settings".

  2. Select the Custom Settings option.

  3. In the list of the set custom settings, locate the option called "Nintex DocGen Settings".

  4. Click the Manage button to open the settings menu.

  5. To set a Salesforce Library at your organization level for where the templates should be stored, click the Edit button for "Default Organization Level Value".

  6. Set the "DocGen Gallery Library Id" field to the Id of the Salesforce library folder where the templates should be stored.

  7. Click the Save button to save the change.