Skip to main content
Share / Export

PM Create and Send Templates

PM Create & Send Templates maintains document templates used by Create and Send (RFIs, RFQs, PCOs, submittals, Pre-Construction / Invitation to Bid, and related docs). You do not create a template by renaming a row — copy a standard template first, then edit the copy and its Word file.

Before you start​

  • At least one document location exists in PM Create & Send Locations (confirm on the Create & Send form). Changing Location on a template does not move the file — use PM Transfer.
  • Word file already exists as .dot / .dotx. Typing a new Template File Name does not create the file.
  • Standard templates cannot be modified — always copy first.
  • PDF output needs Microsoft Office 2007+ with the Save as PDF or XPS add-in; otherwise output falls back to Word regardless of Type of Document.

Steps — create a custom template​

  1. Copy a standard template: File → Copy Document Template (toolbar) / PM Copy Document Template.
  2. On PM Create & Send Templates, select the copy → Info. Leave Location, Template File Name, Template Type, and Word Item Table unless you know why you are changing them. Set Type of Document to Create.
  3. On Merge Fields, add/remove rows. Document Object = F4 field group (depends on Template Type); new objects can pull multiple columns via PM Column Selection. Column Name = F4 field. Keep Merge Field Name / Merge Order unless reordering via Reorder Merge Columns → PM Merge Column Order.
  4. If the Template Type has detail (for example Subcontract Item), use Table Merge Fields the same way. Merge Order here is Word table column order.
  5. Click Edit Template and insert/remove merge fields in Word. Grid changes alone do not update the Word body.
  6. Optional: Initialize Fields opens PM Select Document Template and seeds merge fields from another template.
  7. Generate a test document with Create and Send.

Key fields​

  • Template Name — name shown in Create and Send. Changing it creates a new template (form/edit say blank; field defs say new template — treat as do-not-rename-in-place).
  • Template Type — RFI, RFQ, PCO, Submit, etc. REQQUOTE = enhanced PM Request For Quote (6.7.0+); RFQ = legacy 6.6.
  • Type of Submittal (Submit only) — Request, Submitted, Transmittal (controls what merges).
  • Type of Document to Create — doc (Word); docx (Pre-Construction bid only); pdf (subject to Office add-in).
  • Active Template — only active templates appear (including PM Send Documents).
  • Edit Document in Create and Send — default-checks Edit on send so users can edit before send.
  • Automated Response — invitation-to-bid only; forces PDF and enables Response Fields (changing response field setup can break the automated response form).
  • Merge Field Name: unique, ≤ 30 chars, letters/digits only, no spaces. Header Merge Order = menu order only; table Merge Order = column fill order.

Company vs project defaults​

  • Templates are company data on this form.
  • Company default: PM Company Parameters → Document Templates tab (F4 limited by Document Type).
  • Project override: Distribution Templates icon → PM Assign Project Templates (Project, Document Category, Document Type or All, Available → Assigned, optional Default, Apply).
  • If both company and project templates exist, project templates always override company templates.

Distribution lists are separate: Assign Distribution Defaults / PM Distribution Groups — not fields on this form.

Hard rules​

  • Changing Location or Template File Name without moving/renaming the physical file causes missing-file / view errors.
  • Adding/removing a table merge column requires the same change on the Word table or data lands under the wrong heading.
  • Reusing a merge order renumbers the rest — prefer Reorder Merge Columns.
  • Same form also maintains Pre-Construction templates and ITB automated response.

Notes​

  • Related: PM Copy Document Template, PM Create & Send Locations, PM Transfer, PM Column Selection, PM Merge Column Order, PM Select Document Template, PM Send Documents, PM Assign Project Templates, PM Company Parameters, Customize a Template Using MS Word, About Automated Response Forms.