Document Headings and Subheadings

Document headings and subheadings help organize your documents in the Documents tab and Template Documents pages. You add and maintain headings and subheadings through the Template Document pages and use them across accounts, events, orders and anywhere else documents are stored.

Document headings/subheadings created in the:

  • Account Template Documents screen are available in: Account Template Documents, Accounts, Spaces, Proposals, Campaigns and all Orders except service orders.
  • Event Template Documents screen are available in: Event Template Documents, Requisitions, Purchase Orders, Events, Contracts, Quotes, Exhibitors, Blocks, Event Suite and Service Orders.
  • Financial Template Documents screen are available in: Financial Template Documents, Financial Documents, Fixed Assets, General Ledger Inquiry, Tax Report Template Documents and Inventory.

Included in this article: 

You can also create document headings for limited use with only a single event, account, etc. You must have access to the Ability to Add Ad-Hoc Document Headings/Subheadings access privilege to create headings and/or subheadings for limited use. If there are no users assigned to this access privilege, then no users can create limited use headings and subheadings. 

Create New Headings and/or Subheadings

You can add new headings and subheadings from the Document Properties, Add Document or Template Documents page. To add a new heading and/or subheading from the Document Properties or Add Document screen:

  1. From the Document Properties or Add Document screen, open the Heading drop-down.
  2. Click Add. The Add Heading window opens. 
  3. Select the necessary information:
    • Add New Heading – Adds a new heading. If you are assigned to the Ability to Add Ad-Hoc Document Headings/Subheadings access privilege, you can check the Only Available for check box to have the heading available only for the specific event, account or feature.
    • Add New Heading and Subheading – Adds a new heading and subheading. If you are assigned to the Ability to Add Ad-Hoc Document Headings/Subheadings access privilege, you can check the Only Available for check box to have the heading and/or subheading available only for the specific event, account or feature.
    • Add New Subheading to Existing Heading – Select an existing heading from the Heading drop-down and enter the new subheading into the Subheading field. If you are assigned to the Ability to Add Ad-Hoc Document Headings/Subheadings access privilege, you can check the Only Available for check box to have the subheading available only for the specific event, account or feature.
  4. Click OK.

Add a new heading and/or subheading from a Template Documents screen

  1. From the Main Menu, search for and select the appropriate Template Documents. The Template Documents page opens.
  2. Click Tools.
  3. Select Document Headings. The Document Primary Headings window opens.
  4. To add a new document heading:
    • Click Add. The Add Document Primary Heading window opens.
    • Enter the name of the heading into the Description field.
    • Click Add in the Document Secondary Headings tab to add subheadings for the heading. The Add Document Secondary Heading window opens.
    • Enter the name of the subheading into the Description field.
    • Click OK.
    • Repeat as needed for each new subheading.
  5. To add subheadings to an existing document heading:
    • Select the heading that needs a new subheading.
    • Right-click and select Edit. The Edit Document Primary Heading window opens.
    • Click Add in the Document Secondary Headings tab. The Add Document Secondary Heading window opens.
    • Enter the name of the subheading into the Description field.
    • Repeat as needed for each new subheading.
  6. When complete, click OK on the Edit Document Primary Heading window.

Add Existing Headings and/or Subheadings to Documents

You can add headings and subheadings to existing documents or to new documents. To add a heading and/or subheading to a new document:

  1. Navigate to the appropriate Documents tab or page.
  2. Click Add. The Add Document window opens.
  3. Enter the necessary document information. 
  4. Select the heading and subheading from the Heading drop-down. The drop-down displays the heading followed by a colon (:) and the subheading (Heading: Subheading).
  5. Click OK.

Add a heading and/or subheading to an existing document

  1. Navigate to the Documents tab or page which contains the document you want to update.
  2. Select the document.
  3. Right-click and select View > Properties. The Document Properties window opens.
  4. Select the heading and subheading from the Heading drop-down. The drop-down displays the heading followed by a colon (:) and the subheading (Heading: Subheading).
  5. Click OK.

Manage Headings and Subheadings

You can access the master Heading and Subheading lists for each area through the Template Document pages: Account Template Documents, Event Template Documents and Financial Template Documents.

You can update the document heading and/or subheading descriptions. Updating the description updates it for all documents which have the heading and/or subheading already assigned. From the appropriate template document screen:

  1. Click Tools.
  2. Select Document Headings. The Document Primary Headings window opens.
  3. Select the document heading to edit.
  4. Right-click and select Edit. The Edit Document Primary Heading window opens.
  5. Enter the new heading name into the Description field.
  6. To update a subheading description, select the subheading from the Document Secondary Headings tab.
  7. Right-click and select Edit. The Edit Document Secondary Heading window opens.
  8. Enter the new subheading name into the Description field.
  9. Click OK.
  10. Once you have completed all description updates, click OK on the Edit Document Heading screen.

Delete Headings and Subheadings

You can delete document headings and/or subheadings. Deleting a document heading automatically deletes all document subheadings for the heading. If a document heading and/or subheading you are deleting is used on an existing document, you receive a prompt to select a new heading and/or subheading to assign to the document. From the appropriate template document screen:

  1. Click Tools.
  2. Select Document Headings. The Document Primary Headings window opens.
  3. To delete a document heading and all subheadings for the heading
    • Select the document heading to delete.
    • Right-click and select Mark for Delete.
    • Click Save at the bottom of the window.
    • If the document heading is assigned to existing documents, the Replace window opens. Select a document heading to assign to the documents using the deleted document heading from the drop-down.
  4. To delete a document subheading:
    • Select the document heading which has the document subheading.
    • Right-click and select Document Secondary Headings. The Document Secondary Headings window opens.
    • Select the subheading(s) to delete.
    • Right-click and select Mark for Delete.
    • Click Save at the bottom of the window.
    • If the document subheading is assigned to existing documents, the Replace window opens. Select a document subheading to assign to the documents using the deleted document subheading from the drop-down.
    • Click OK.

To delete a limited use heading and/or subheading (the heading and/or subheading is only available for a particular event, account and other features), you need to remove it to from all documents. Once it is removed from all documents, it is automatically deleted.

Related articles

Comments

27 comments

Date Votes
  • Stacey Gavin

    Thank you this article is helpful. It would be good if you could also edit the master tables of headings via v20 windows as well.

    0 upvotes

  • Dan Wagner

    Thank you for your feedback.  I've provided your interest to our Product Management team.

    0 upvotes

  • Lina Ford

    Is it possible to limit which headings are visible to a particular user?

    0 upvotes

  • Dan Wagner

    It is not possible to limit headings by user.

    0 upvotes

  • Melanie Alldis

    Is it possible to limit headings to a role in 20?

    0 upvotes

  • Dan Wagner

    Currently there is no way to limit headings by role.

    0 upvotes

  • Lina Ford

    Is there any other creative way you can think of to limit WHICH documents a user can see, then? Without blocking all documents?

    0 upvotes

  • Dan Wagner

    You can limit documents by sensitivity using the 'Allow Edit/Add of Documents by Sensitivity' access privilege.  The other option is to limit the access per document/template on the Access tab of the Document Properties window.  

    0 upvotes

  • Thai

    Anyway to make document headings a required field? Cannot see anywhere to turn this on

    0 upvotes

  • Dan Wagner

    Currently there is no way to require document headings.

    0 upvotes

  • Kieron Marshall

    In V20 Opportunities I see you can make a heading only available for the account when you are clicking on the "Add" from the dropdown.. Where can you see what headings are restricted to what accounts?

    0 upvotes

  • Barbara Key
    • Edited

    There are two types of headings.

    1. Global – These are added in the various template folders and are used across accounts, events, etc…
    2. Unique – These are added when you check the “Only Available” checkbox.  In v19, you added these by free form typing into the heading field.

    There currently is no place in the system to see which headings are attached to what account (events or other items), or to see which ones are global as compared to unique.

    To delete a unique heading, you just have to remove it from the documents and it will be deleted after you removed it from the last one.

    0 upvotes

  • Sean Tame

    Just so I'm clear - if I want to go through my master list of Headings and rationalise them and correct all the duplicates and spelling mistakes, there is currently no way of doing this?

    0 upvotes

  • Kieron Marshall

    Sean that is what we are finding, and it is making it very difficult to do housekeeping on them.

    0 upvotes

  • Sean Tame

    Hang on - it is there - just still in v19.

    <Subject> Template Documents

    Tools | Document Headings

    0 upvotes

  • Gavin Gilmartin

    Is there no way to retire existing headings / sub headings? At the moment there only appears to be an option to delete a heading / sub heading which impacts on documents using these headings (a number displays rather than the sub heading).

    1 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    Hi Gavin, could you possibly migrate existing documents with headings you're retiring to use new headings?

    0 upvotes

  • Gavin Gilmartin

    Hi Lee, Yes that seems to be the only workaround but not ideal as there are so many documents to move.

    0 upvotes

  • Kaitlyn Batliner

    Hi Gavin,

    If you have the capabilities, you should be able to write a SQL statement to correct the Headings. If you or an internal resource do not have the capabilities, please reach out to our Services team by entering a ticket and they will be able to provide an estimate for creating one to do the work for you.

    One other solution would be to utilize our 'Edit Mulitple' capabilities. If you are on an Account, Event, etc., you should be able to select multiple documents, right click and 'Edit Multiple'. If the field is not currently present, you may need to add 'Heading' onto the layout, but you should be able to adjust the Document Headings in mass this way.

    Best,

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • R.C. Chancy

    Is there a way to search EBMS for documents with specific headings/subheadings?

    0 upvotes

  • Kaitlyn Batliner

    Hi R.C.,

    If you are looking to view documents system wide based on specific heading/subheading, you can go to the Find Documents window off of the Main Menu. In the Advanced Search, there should be a filter for Heading. If this field isn't available, you may need to Edit Layout and add it as a filter.

    If you are looking to view documents at the Account, Event, Service Order, etc. level, you can expand the tab/section in to full screen and again utilize the Heading filter. You could also 'Show Columns' on the grid for the Documents tab/section and show the Heading column to sort or group these documents.

    Best,

    Kaitlyn Batliner
    Ungerboeck Consultant

    0 upvotes

  • Rebecca McGregor

    Is there a way to make so that when an invoice is raised it automatically goes to the document tab under a certain heading?  For now they go into the documents tab with no heading & you have to manually go into the properties and select what heading.  

    0 upvotes

  • Americas Ungerboeck Consulting

    Rebecca - we don't currently have a way to default a document heading. I'd suggest raising this as a comment/question in the community section of this site to see what others have done or to present a potential enhancement. Thanks.

    Mark F

    0 upvotes

  • Kris Corrigan

    Hi

    For an email to be added to an event when I choose the event I seem to have different headings to other staff, I have created a 'Sales Document' heading how would I make this visible to all staff who enter an email via the outlook add-in.

    Thanks

    Kris

    0 upvotes

  • Kieron Marshall

    Try event templates then document headings

    0 upvotes

  • Dale Rossetti

    We've switched fully to v.20; Accounting had been using 19 for quite some time. Their Financial Document Headings appear when listing the documents in the "Financial Documents" window (ex. to group by Financial Year 2020, 2019, 2018, etc.), but a good number of these heading cannot be picked / chosen from the Headings dropdown when adding or moving a document. I've learned that many of the primary and secondary headings here were set with "Unique" instead of "Global". If I try to manage the headings, they don't show up in the list.

    If I write a SQL query to change all of the "Unique" entries to "Global", would that cause any major issues?

    0 upvotes

  • Maggie U.

    Hi Dale,

    We spoke with Development and changing headings is more complex than just that type of SQL query. I'm going to ask your Account Manager, Lenora, to connect with you about what options are available to make sure we can get this updated without causing any other problems with your documents.

    Thanks!

    Maggie

    0 upvotes

Please sign in to leave a comment.