Cloud 9: Document Editor Introduction

Keywords: document editor, letter, merge fields, template, import, export, restore, delete, header, footer, table, document type, highlight
Summary
The Cloud 9 Document Editor is where letter and email templates are built for use throughout the software. This article walks through the interface tab by tab, covering everything from file management and formatting to inserting tables, images, and merge fields.

Overview
The Document Editor is where you create templates of letters and emails that can be used throughout Cloud 9. When built with merge fields, these templates automatically pull in patient-specific information to produce personalized, finalized documents. Documents created in the Document Editor can be used for patient letters, questionnaire-linked documents, insurance correspondence, and more.

A few things worth knowing before you start:

• The document type you select when creating a new document (Letter, Email, etc.) cannot be changed after it is created. Know how you intend to use the document before selecting the type.
• The font style and size set in the document will also apply to any merge fields you insert, so set your formatting before adding merge fields.
• The maximum file size for any document saved in the Document Editor is 4 MB. If your document includes images, keep an eye on the size indicator in the lower right corner of the editor.
  

Accessing the Document Editor
Navigate to the Home dropdown menu and look under the Letters/Forms section to click Document Editor.

File Tab
The File tab is where you manage your documents.

The available options are:

New
Use the dropdown next to New to select the type of document you are creating, such as a Letter or Financial Arrangement.
Important: The document type cannot be changed after it is created. Select the correct type before proceeding.

Open
After a document has been created and saved, use Open to access it again. A list of available documents will appear. Highlight the one you need and click Open in the lower right corner.

Save and Save As
Always save your work regularly to avoid losing progress. The first time you save a new document use Save As to give it a name. After that, use Save for ongoing changes unless the changes are significant enough to warrant a new document name. Neither button is available until a change has been made to the document.

Import and Export
Import allows you to bring a Rich Text File (.rtf) into the Document Editor. Export allows you to save a copy of the document as an .rtf file on your computer as a backup.

Print
Prints a copy of the document so you can review how it looks before putting it into use.

Delete
Displays a list of documents. Select the one you want to remove and click Delete. The document will no longer appear in your list of available documents.

Restore
Documents are never fully deleted from the Document Editor and can be restored at any time. Click Restore to see a list of previously deleted documents. Select the one you want to bring back and click Restore in the lower right corner.

Home Tab
The Home tab contains the standard formatting options you would expect in a word processing program, including Cut, Copy, Paste, Font Type, Font Size, and Font Color.

Highlighting Text
Highlighting is done through the color selector in the Home tab. Here is how to apply it:

1. Left click and drag your mouse over the text you want to highlight.
2. Click the dropdown next to the color box in the toolbar.
3. From the vertical color bar, move the indicator up until you reach the yellow shaded area.
   
4. In the upper left corner of the color picker, click and drag to find the exact shade of yellow you want.
5. When you hover over the shade you want it will appear in the preview box in the upper right corner.
6. Click OK. The selected text will now appear highlighted.
7. The color box in the toolbar will now show your selected highlight color. Going forward, simply select the text you want to highlight and click that color box directly. You do not need to repeat all the steps above each time.

Insert Tab
The Insert tab contains options to add tables, pictures, bookmarks, hyperlinks, headers, footers, page numbers, and text boxes.

Tables
Click the Table button and enter the number of columns and rows you need. Click OK and the table will be inserted. When working inside a table, two additional tabs appear in the toolbar: Design and Layout.

• Design: Includes table style options, colors, and borders.
• Layout: Includes options to view gridlines, delete or insert cells, columns, rows, or entire tables, split cells, merge cells, and set text or image alignment within cells.

Pictures
Click Pictures to open a file browser where you can select any image stored on your computer and insert it into the document.
Tip: Always insert images inside a table cell. This keeps the image in place and prevents it from shifting around when other text or content is added to the document.

Bookmarks
Click Bookmark to open a screen where you can name and insert a bookmark at the cursor location.

Hyperlinks
Click Hyperlink to add a URL with display text, a link to a specific location in the document, or a link to an email address.

Header
Opens a header area at the top of the document where you can add a table and insert a logo or other image. This also opens a Header/Footer tab with additional options. For detailed instructions see the Adding a Header and Footer to a Document article here. Another good resource is this article: Adding a Logo to Letters in the Cloud 9 Document Editor.

Footer
Functions the same as the Header and is most commonly used for location address and phone contact information.

Page Layout Tab
The Page Layout tab contains standard document layout options including Margins, Orientation, Size, Columns, and Page Breaks.

Merge Fields Tab
The Merge Fields tab is where you insert fields that automatically pull patient-specific information into the document when a letter is merged. Merge fields are organized into the following categories:

• Appointment
• Dentist
• Financial Insurance
• Financial Responsible
• General
• Patient
• Prescription
• Recall
• Recipient
• Referral
• Treatment
• Treatment Plan

After clicking the Merge Fields tab, select the category that applies, then use the dropdown to find and insert the specific field you need. For a full walkthrough of how to use merge fields including questionnaire merge fields and image merge fields, see the Cloud 9: Using Merge Fields in the Document Editor article here.

View Tab
The View tab lets you customize how the Document Editor appears on your screen. Options include:

• Simple View or Print Layout View: Switch between a simplified editing view and a view that shows how the document will look when printed.
• Horizontal Ruler: Show or hide the ruler along the top of the document.
• Full Screen: Expands the editor to fill your entire screen. Press Esc on your keyboard to exit full screen view.