How to personalize
your Systems2win templates

Many Systems2win templates have dropdown lists for faster, more accurate data entry.

You can personalize your dropdown lists on the DV worksheet
using simple text, or any of the 3 approaches for dropdown lists for multiple languages.

When you upgrade from any legacy template that has a DV worksheet,
the Personalization Upgrade Utility automatically transfers your personalized dropdown lists.

Tip: To be transferred - Link Icons must be in the same cell with Descriptions.
Some old versions used to have a separate column for Links.

All EXCEL templates (not Word or PowerPoint) - version 8 or higher use Tanslation Tables
so that with the click of a button, you can switch to your selected languages.

Even the English-only version
can use User Substitutions to replace phrases with your own phrases.

When you upgrade, the Personalization Upgrade Utility will automatically transfer User Substitutions.
If you used any other ways to overwrite text, then be sure to use your Customization Log
to remind you to make the same changes to your new upgraded template.

It's easy to add your own custom shapes. Simply copy to the clipboard, then paste.

Although you can add custom shapes to any template or working document,
the only custom shapes that get automatically transferred when you upgrade
are the custom shapes in the specially marked Custom Shapes section of  \S2winPortal\tCI\shapes.xls
(which is the file that appears when you select Systems2win menu> Copy Shapes)

Systems2win's pop-up help already appears whenever you click any row or column header label,
and you can supplement (rather than replace) Systems2win's help by inserting Cell Comments
that will appear when your users hover their mouse over that row or column header label cell.

User-defined pop-up help is especially popular for language translation and lean healthcare

When you upgrade from templates purchased on or after December 2010,
the Personalization Upgrade Utility automatically transfers your Cell Comments

Tips: If the same row or column header is repeated - enter your Cell Comments in only the first one.
For Center Across Selection - enter your Cell Comments in the one cell containg the text.

The Help worksheet of every Systems2win template has a User-Defined Training section

When you upgrade from templates purchased on or after December 2010,
the Personalization Upgrade Utility automatically transfers your User Defined Training.

Use Systems2win menu > Copy Shapes to copy the green-bordered User Help Text Box to any worksheet
to provide extra help for your users.

For the Personalization Upgrade Utility to automatically transfer your User Help Text Boxes,
each User Help Text Box must have a unique name

So... if you only copy 1 User Help Text Box to a worksheet,
then there is nothing else you need to do. Personalization Upgrade Utility will find it.

If you copy more than 1 User Help Text Box on the same worksheet
then you need to rename the text box to "UserHelp2" or "UserHelp3", up to a maximum of 9.

If you group a User Help Text Box with associated Link Icons,
then name the grouped shape (using the same naming system)

In addition to the extensive on-line training & videos that come with your Systems2win templates,
Link Iconsmake it easy to add links to your own training materials,
which might be any web page or video on the Internet,
and might be your own PDF's, Word documents, PowerPoints, intranet pages, videos, etc.

Tips: To avoid reference errors when your links are copied to a new workbook, (such as when upgrading),
link only to outside documents and web pages (not places within the same workbook).

When you upgrade, Personalization Upgrade Utility automatically transfers the following special types of Link Icons:
any Link Icon within a Description column of a DV worksheet,
any Link Icon within the User Defined Training section of the Help worksheet,
any Link Icon grouped with a properly named User Help Text Box

You can optionally create Alternate User Interfaces for people that speak different languages,
or teams or departments that find it easier to have a navigation page custom tailored
with links to their own favorite templates and online training.

When you upgrade, the Personalization Upgrade Utility will automatically transfer
any alternate UI's in your /navCustom/ and/or /S2winDontSync/ folders.
Then you should run broken link checking - just to be sure all links are still valid.

You can optionally use Systems2win's Sync utility to sync your own (potentially non-Systems2win) templates.

When you upgrade from any legacy portal, the Personalization Upgrade Utility
will automatically transfer any templates in your /S2winDontSync/ and S2winSync folder.

In your portal, use Ctrl+F to search your portal for the key words "policy template".
Each of these policy templates are designed to serve as a starting point
for your leader's to create a PDF of YOUR company's policies.

When you upgrade from any legacy portal,
the Personalization Upgrade Utility automatically transfers your StorageNaming.pdf

which is the only PDF that should be stored in your \S2winPortal\S2winSync\ folder.
Any other policy PDF's that you choose to create are stored outside of your portal -
in the same places where you store all of your existing company policy documents.

That's one of the purposes of the Document Storage & Naming ConventionsPDF...
to let your users know where to find your company's policies.

Some templates have a special VC worksheet for custom document header fields and default header data.

When you upgrade from templates purchased on or after September 21, 2011,
the Personalization Upgrade Utility automatically transfers your personalized VC header data and cell formats.

Learn more

You've got all the power of Microsoft Excel.
You can use everything you know (or learn) about Excel to personalize any template in any way.

When you upgrade, the Personalization Upgrade Utility
will find and transfer only those common personalizations itemized on this web page,
so to make upgrades easier for any other types of changes, be sure to use your Customization Log
to remind you to make the same changes to your new upgraded template.

Your IT Department will appreciate that your Systems2win templates are delivered with VBA protected -
to protect against macro viruses,
and to prevent unskilled users from messing up their templates trying to record amateur macros.

Your IT Department can, however, simply write to us to request authorization to edit VBA.
We will then send written permission, the password, and instructions,
so that you've got all the power of Microsoft Visual Basic for Applications to write your own macros.

To make upgrades easier, be sure to use your Customization Log
to remind you to copy your custom VBA modules to your new upgraded template,
and to test to make sure that your old macros still work correctly with the new template.

Tip: Support for custom macros is not included as part of your standard free technical support.

With the click of a button (in the RevLog template),
you can add a Revision Log worksheet to ANY Systems2win template

When you upgrade, the Personalization Upgrade Utility ignores the RevLog worksheet,
so to make upgrades easier, be sure to make a quick entry in your Customization Log
to remind you to make the same changes to your new upgraded template.

You've got all the power of Microsoft Word.
You can use everything you know (or learn) about Word to personalize any template in any way.

When you upgrade, the Personalization Upgrade Utility ignores Word templates,
so to make upgrades easier, be sure to make a quick entry in your Customization Log
to remind you to make the same changes to your new upgraded template.

You've got all the power of Microsoft PowerPoint.
You can use everything you know about PowerPoint to personalize any template in any way.

When you upgrade, the Personalization Upgrade Utility ignores PowerPoint templates,
so to make upgrades easier, be sure to make a quick entry in your Customization Log
to remind you to make the same changes to your new upgraded template.

You can optionally edit your Systems2win portal, but it is rarely necessary.

The portal user interface uses simple HTML pages
that can be personalized using any HTML editing software, such as Dreamweaver or even Notepad.

Caution: To avoid breaking hyperlinks, do NOT rename or move any files or folders within your \S2winPortal\ folder.

When you upgrade, the Personalization Upgrade Utility automatically transfers
any personalized portal pages that it finds in the \S2winPortal\navCustom\ folder.

If you make any other changes to any other portal page,
be sure to make a quick entry in your Customization Log
to remind you to make similar changes to your new upgraded portal.

You can easily remove templates you don't want to distribute to your users.

You can easily add your own Word and Excel templates
developed either in-house or by any of your consultants.

Why start from scratch?
when it's so easy to start with already-excellent templates that you can so easily personalize

Why lock yourself into an old version?
when you can so easily transfer your personalizations to templates that continuously improve