Presentation Manager 2: creating and editing templates

Creating and editing templates with Presentation Manager 2.

Presentation Manager 2 is accessed by the letter icon from a patient profile.

Select a patient profile.
Click Create a Patient document icon
This will open the Document Details window.

In this window you have the option to create a new template, edit an existing one or create a letter for a patient.

Creating a new template

Press the +1 icon at the bottom to create a blank template.
Either select a blank document or an existing one to copy an exisiting template then click Copy Existing Template.
Enter a name under Template Name.
Select a category if required or click OK.

This will open a blank Presentation Manager Template or a copy of the selected existing template ready to start creating.

Presentation Manager 2 has an updated menu, the controls appear to the left of the window.
Located at the top of the controls column are tabs for Merge Fields, Charts, Images and Quick Sections.

At the footer of this column are the Document Controls.The controls available are print, save and discard changes, this final option will not save any changes made to the template since opening.

In addition to the standard functions of Microsoft Word you have access to the full range of Presentation Manager 2 functionality to customise patients letters.

Editing an existing template

The document details window displays all existing templates, highlight the template to edit then press e|d icon or double click to edit the template.

Importing a template

If you have an existing template or wish to view some of the pre-installed templates (not all templates are added into Presentation Manager but are available in folders) you can import these.

Select +1.
Then Import New Template.
Windows file explorer will open, navigate to the template to import then press open.
The template is now imported and available for use in Presentation Manager.

Renaming a template

To change the saved name of a template,

Hover your mouse cursor over the template.
Select the I button.
Enter the new name or change the category.
Select OK to update the template with your changes.

Adding merge fields

Merge fields provide the ability to add information from the patient file and practice details.

Once a template is open, Merge Fields options are located under the Presentation Manager section on the left of Microsoft Word.

Merge fields are kept in sections, press + to expand a section and view all merge fields for the section.

If you are unsure which menu something may be stored under, type into the Search Merge Fields box to show all merge fields containing the typed word.

You can also filter the list of sections using Filter Merge Fields.

There are three ways to add merge fields to a document,

Drag and drop, click and hold on the desired merge field, drag into position and drop in place.
- Double click, double click on the merge field to add where the text cursor is positioned.
- Add, click to highlight the merge field then select Add>> to add where the text cursor is positioned.

In template mode these will only display the name of the merge field ready to be replaced when creating a patient document/letter.

Adding QR codes

QR codes provide access to websites or sending emails by opening the camera on a smart device and clicking the website (URL).

These can be added within the Merge Fields tab in Presentation Manager 2.

Click the circle next to QR codes to display the list of available QR code placeholders.

Select the QR code to be added to the template then double-click, drag and drop or click Add>> to add the QR code placeholder to the template.

Adding chart information

Under the Presentation Manager tab on the left of Microsoft Word, the Charts tab provides the ability to add Odontograms, Treatment Items or a Smile Chart. To add any of these to a template you can,

Double click, double click on the merge field to add where the text cursor is positioned.
Add, click to highlight the merge field then select Add>>to add where the text cursor is positioned.

Once these are selected, a pop-up window will be displayed, providing options to choose.

NOTE: The printable page area occupied by Treatment varies considerably. It could, for example, fit on a page for one patient but run over a page for another patient, so the document may need to be reviewed before emailing and printing.

Odontogram

The Odontogram is a representative map of the teeth. Once you add it at the cursor position, you can resize or move it as with any other image in MS Word.

The options available to you are,

When creating a patient document, these will be replaced with the relevant information:

Display Recent Treatment, the most recent charted treatment.
Full Current Chart, all charting for the patient.
Placeholder Image Only, this is a dummy image to be replaced when creating the final document.

Treatment Items

The options available to you are,

When creating a patient document, these will be replaced with the relevant information:

Display Recent Treatment, the most recent charted treatment.
There are three options available, Basic, Medium and Advanced depending on how much detail you require to be added to the document.
Placeholder Image Only, this is a dummy image to be replaced when creating the final document.

Smile Chart

TheSmile Chart is a photo of the smile alongside a diagram of the upper and lower jaw, marked with the patient's treatment to be done.

The options available to you are,

When creating a patient document, these will be replaced with the relevant information:

Display Recent Treatment, the most recent smile chart.
Placeholder Image Only, this is a dummy image to be replaced when creating the final document.

Adding images and X-rays (including education slides, patient photos and more)

Once a template is open, Education Slides, Patient and Specialist photos, Practice logos, Xrays and 3D Chart images are all adding through the Images tab located under the Presentation Manager section on the left of Microsoft Word.

Note: The ability to add X-rays requires EX AMINE Pro.

Unfortunately, images taken or imported into the Video Tab cannot be imported into letters.
You can add the same images onto the patient file via EXAMINE Pro so they appear on the images tab instead and then you will be able to import them into the letters.

There are three ways to add any images to a document,

Drag and drop, click and hold on the desired merge field, drag into position and drop in place.
Double click, double click on the merge field to add where the text cursor is positioned.
Add, click to highlight the merge field then select Add>>to add where the text cursor is positioned.

Once an image has been added to a template or document, you can resize it by dragging a corner of the image towards the centre of the image.

Education Slides

A drop down menu is available at the bottom of the Images tab when Education Slides is selected. This allows the selection of different slides within Slide Show menus. Select an option to display the available slides.

Patient and Specialist ID Photo, Practice Logo

Adding any of these three to a document will add a placeholder to be replaced with the actual image when creating the patient document.

Practice Logo will add the practice logo as saved in your practice information, read more here.
Patient Photo will add the patients photo as saved on the patients profile, read more here.
Specialist Photo will add the selected specialists photo as saved on the specialists profile, read more here.

Examine Pro Images

The XRay Placeholder will add an image to the template be replaced when creating a document.

3D Chart Images

The 3D Chart Placholder will add an image to the template be replaced when creating a document.

Quick sections

Add sections to documents easily with quick sections, providing the ability to save sections to be added to templates or documents.

Creating a new Quick Section

Create the section with text, merge fields or images as required.
Highlight the desired section then press <<Copy.
Enter a name for the section.
Add to a category, if required.

Adding a Quick Section

To add a quick section to a template or document,

Highlight the quick section.
Either double-click the section
or press Add>> to add the section where the flashing text cursor is placed.

Creating and changing categories

Categories can be used to keep similar templates together, use the Add new category button at the bottom of the document details window to add a new category.

To change the category of an existing template,

Hover your mouse cursor over the template.
Select the I button.
Select a new category.
Press OK to update the template with your changes.