About Bookmarking

Many dealers used a variety of documents, such as proposals, executive summaries, and lease agreements as part f their daily processes.  It can be costly to pay employees to fill out these documents over and over on a regular basis.  Sherpa can help save time by auto-populating common documents like these with information already entered in your database.

 

Bookmarking is an all-encompassing term for the “Bookmark” feature in Word and the “Name” feature in Excel which allows those programs to auto-populate pre-determined variables.  “Bookmarking” creates a flag in a document for Sherpa to recognize.  Once a file has been bookmarked and saved as a template,  Sherpa can read and replace those bookmarks with specific information from Sherpa to produce a custom document.

The template must be in one of the following formats for Sherpa to recognize and use with Bookmarking.

• .DOT Microsoft Word Template
• .DOTX  Microsoft Word Template
• .XLT Microsoft Excel Template
• .XLTX Microsoft Excel Template

 

The instructions below will assist you with learning how to bookmark documents in Sherpa.

 

Free Bookmarking

As part of the initial implementation process, customers can receive some lease and non-lease files in both Word and Excel format with bookmarking for no additional charge.  This service is limited to the adding of bookmark to the document or spreadsheet.  It doesn't include formatting, formulas, layout/structure changes, design, excessive consulting, or other non-bookmarking activities.  Beyond the free bookmarking included with implementation, bookmarking service is also available for an hourly fee.  Contact your Customer Account Manager for assistance and more details.

 

Stock Templates

In addition to the free bookmarking included with implementation, we also provide free stock templates as a starting point should you wish to take advantage of them. You'll receive these with your install file during implementation.

 

 

Using Templates

Populating Templates

Populating a template is done with the following these steps:

1. Navigate to the appropriate location for the type of template you want to populate.  See the Template Types list below for locations.
2. Click the appropriate template link button.  See the Template Types below for details.
3. Navigate to the template when prompted.
4. Select the template and click "Open".
5. Wait while the template populates. Please be patient. Some templates may take longer than others depending on size and complexity.
6. Once the template is populated, you'll be notified. Click OK.
7. Review the newly populated document for any formatting or accuracy concerns.
8. Navigate to where you want the document saved.
9. Click Save.

 

Please keep in mind that making changes after population will not affect the original template. If you want to change the base template, you must locate the template, right-click and select “Open.” Then make your changes and save the template.

 

Template Types

Sales Templates

Access this type of template by opening Sherpa and selecting Accounts.  At the top of the navigation bar, you will see the Sales Template button.  Sales Templates can only populate basic CRM data from the Accounts tab and are usually used for VITO (Very Important Top of the Organization) letters. They will not populate proposal data.

 

TCO (Excel)

Access this type of template by opening Sherpa and selecting Accounts. Click the TCO tab and you will see a secondary navigation bar with a button that says Excel, as seen in the screenshot below.  TCO Excel templates are intended to populate current equipment data for a customer.  They will not populate proposal data.

 

Printer Pricer (Excel)

Access this type of template by opening Sherpa and selecting Accounts.  Click the Proposals tab and select the proposal you would like to reference.  Click the Printer Pricer tab and you will see a secondary navigation bar with a button that looks like an Excel icon, as in the screenshot below.  Printer Pricer Excel is intended to populate MPS data, as well as some current equipment and CRM data.  It will not populate Financial or Order Processing data.

 

Printer Pricer (Word)

Access this type of template by opening Sherpa and selecting Accounts.  Click the Proposals tab and select the proposal you would like to reference.  Click the Printer Pricer tab and you will see a secondary navigation bar with a button that looks like a Word icon, as in the screenshot below.  Printer Pricer Word is intended to populate MPS  data, as well as some current equipment and CRM data.  It will not populate Financial or Order Processing data.

 

Printer Pricer Executive Summary (Word)

This type of template is primarily used for MPS agreements.  Access this type of template by opening Sherpa and selecting Accounts.  Click the Proposals tab and select the proposal you would like to reference. Click the Printer Pricer tab and you will see a secondary navigation bar.  Click the Reports drop-down, and select Executive Summary, as in the screenshot below.

 

The Print Management Executive Summary window will appear.  If you will be using recommendations, challenges, or objectives for this template, fill these fields in.  When you are finished with this window, click the Word Template button at the bottom, as in the screenshot below.  Printer Pricer Executive Summary is intended to populate MPS data, as well as some current equipment and CRM data, as well as objectives, challenges and recommendations. It will not populate Financials or Order Processing data.

 

Lease End

Access this type of template by opening Sherpa and selecting Reports.  Click the Equipment Reports option and the Equipment Report window will open.  Select your region and click Load Reps.  Set the date range for the lease end dates you would like to populate.  Check the “Run in Excel” box.  When you are ready, click Submit and you will be prompted for the template you would like to use.

 

Financials (Excel)

Access this type of template by opening Sherpa and selecting Accounts.  Click the Proposals tab and select the proposal you would like to reference.  Click the Financials tab and you will see a secondary navigation bar with a button that looks like an Excel icon, as in the screenshot below.  Financials Excel is intended to populate new proposed equipment data, as well as some current equipment and CRM data.  It will not populate Printer Pricer or Order Processing data.

 

Financials (Word)

Access this type of template by opening Sherpa and selecting Accounts.  Click the Proposals tab and select the proposal you would like to reference.  Click the Financials tab and you will see a secondary navigation bar with a button that looks like a Word icon, as in the screenshot below.  Financials Word is intended to populate new proposed equipment data, as well as some current equipment and CRM data.  It will not populate Printer Pricer or Order Processing data.

 

Financials Executive Summary (Word)

Access this type of template by opening Sherpa and selecting Accounts.  Click the Proposals tab and select the proposal you would like to reference. Click the Financials tab and you will see a secondary navigation bar.  Click the Reports drop-down and select Executive Summary, as in the screenshot below.

The Executive Summary for Financial window will appear.  If you will be using recommendations, challenges, or objectives for this template, fill these fields in.  When you are finished with this window, click the Word Template button at the bottom, as in the screenshot below.  Financials Executive Summary is intended to populate new proposed equipment data, as well as some current equipment, CRM data, and objectives, challenges and recommendations.  It is generally more flexible than other Word population locations. It will not populate Printer Pricer or Order Processing data.

 

Order Processing (Word or Excel)

This type of template can only be used if you have the Order Processing module.  Access this type of template by opening Sherpa and selecting Accounts.  Click the Proposals tab and select the proposal you would like to reference.  Click the Financials tab and you will see a secondary navigation bar.  Click the button that says “Submit Order.”  This will open your Order Processing module.

Once Order Processing opens, make sure you have completed all of the fields and tabs you would like to complete, then click the Submit tab.  This will take you to the document links you have set up in your Control Panel for each user. Order Processing documents can be in either Word or Excel.  Select the document you would like to populate, then click the Submit Selected button, as in the screenshot below.

Order Processing will populate some current equipment, CRM, and new proposed equipment data, as well as extensive delivery and order information. It will not populate Printer Pricer data or objectives, challenges and recommendations.

 

When submitting Order Processing docs, there is no browse to file or save to option. This is all done behind the scenes when you set up your Order Processing submit docs and submit reps.

 

 

How to Insert Bookmarks into a Word or Excel file

A List of Valid Bookmarks

At the bottom of this article is an Excel file with a list of all the valid bookmark names Sherpa will recognize along with information about the are of the product where the bookmark can be used and other important details.

 

Find the attached file at the bottom of this article and save it to your desktop for reference while creating or editing templates.

 

Changing Settings in Word and Excel

Prior to creating or editing a template in Word or Excel, you'll want to enable a setting so you'll be able to see the bookmarks.

1. Open a blank Word or Excel document or an existing Word or Excel template.
2. Open the Options menu for Word or Excel.
3. Find the Show Document Content section under the Advanced section.
4. Mark the checkbox for “Show Bookmarks”. This allows you to see added bookmarks.

 

Saving the Template 

Once you've created a new template, you'll need to save it using the Save As option under the File menu.  Click File and select Save As. When the Save As dialog opens, open the “Save As Type” drop-down and select either a Word Document Template (.dot or .dotx) or an Excel Template (.xlt or .xltx).

 

Word and Excel will default to saving the template to the Temporary Template folder on your computer. You may or may not want to save the template here. Browse to the location you wish to save the template in, name it, and save.

 

If you have chosen to have a password anywhere in a document or template for security purposes, you must make Sherpa aware of the password.  Navigate to Administration -> Control Panel -> Global Settings and add the password to the Template Password setting.

The same password listed in the Administrator area in Sherpa must be used on all protected documents, workbooks and worksheets.

US Bank, Great America, EverBank, and Balboa Financial leasing document passwords are already stored in the code of the software, so you do not need to add them as your Template Password in the Control Panel.

 

To open a template for editing which has already been saved as a .dot(x) or .xlt(x) you must always right-click and select Open. If you simply double-click on the template to open it like any other file, it will open as a regular document and won’t save the changes you’ve made to the template itself.

 

Insert a Bookmark (Word)

1. Place your cursor in the location you want to insert the bookmark.
2. On the Word toolbar, select “Insert” ->“Bookmark”. 
3. Type in the bookmark name in the “bookmark name” box and then either click on “Add” or click “Enter” on your keyboard.  Capitalization on bookmark names does not matter.
4. There are several bookmarks that you can utilize more than once in Word documents. If a bookmark is reusable, it will be in a grey box (see legend on following page). The first time you use that bookmark, you will type it in normally, for example: address. The next time you use that bookmark, you will add a 1 to the end with no space, for example: address1. The third occurrence would be address2, and so on. If a number gets skipped, Sherpa won’t recognize any bookmark of that group beyond the skipped number.

 

Delete a Bookmark (Word)

If you don't know the name of the bookmark you would like to delete is, but you know where it is located, use this process.

1. With a Word template open and your bookmarks visible (see previous page for instructions on making bookmarks visible), navigate to the bookmark you would like to delete.
2. Place your cursor directly to the right of the bookmark symbol, as if you are about to type something after the bookmark.
3. Click the “Insert” tab at the top of Word.
4. In the “Links” section, click the “Bookmark” button. This will open the bookmark menu. When you open this menu, since your cursor was directly after the bookmark in question, that bookmark is selected in the bookmark menu.
5. Click “Delete.”

If you know the name of the bookmark you would like to delete, but you don't know where it is located, use this process.

1. Click the “Insert” tab at the top of Word.
2. In the “Links” section, click the “Bookmark” button. This will open the bookmark menu.
3. Sort the bookmarks by Name.
4. Scroll through the list until you find the bookmark you would like to remove. Click “Delete.”

 

Locate a Bookmark (Word)

1. Click the “Insert” tab at the top of Word.
2. In the “Links” section, click the “Bookmark” button. This will open the bookmark menu.
3. Sort the bookmarks by Name.
4. Scroll through the list until you find the bookmark you would like to locate in the template. Click “Go To.”

 

Insert a Bookmark (Excel 2003)

1. Place your cursor in the cell that you desire to have the bookmark populate into.
2. On your toolbar, select “Insert”, “Name”, “Define”. Once the directory opens, type in the bookmark name and then either click on “Add” or click “Enter” on your keyboard. (Capitalization on bookmark names does not matter).
3. In Excel, a bookmark can be used only once. You can get around this however by linking cells together to have information automatically pull over from one cell to the next. You do this by placing your cursor in the cell you want to duplicate a bookmarked cell’s information in; type in the “=” sign, and then click on the bookmarked cell and press “Enter” on your keyboard. Be aware that if the originating bookmark ever gets deleted or moved, then these copied cells will result in an error.
4. The other way you can add a bookmark to Excel is to place your cursor in the cell you’d like the bookmark to appear in, then up in the toolbar area, click in the Name Box field (the white box that shows which cell you’re on, just to the left of the function field). Type the name of your bookmark and hit Enter.

 

Insert a Bookmark (Excel 2007+)

1. Place your cursor in the cell that you desire to have the bookmark populate into.
2. On your toolbar, select “Formula(s)”, “Name Manager”, then click “New”. Once the directory opens, type in the bookmark name and hit the “Ok” button. (Capitalization on bookmark names does not matter).
3. The other way you can add a bookmark to Excel is to place your cursor in the cell you’d like the bookmark to appear in, then up in the toolbar area, click in the Name Box field (the white box that shows which cell you’re on, just to the left of the function field). Type the name of your bookmark and hit Enter.

 

 

 

Last Updated: 10/6/2023