Prerequisite reading: Document Editor Introduction
With the introduction of the New Document Editor, it becomes more critical that information that needs to always be located in the same spot within a document be added to that document within a table. The bulk of this article will deal with images being placed in tables, but anything that you want to maintain its exact position should be put into a table. The main items in this category will include Headers, Footers, and Images.
Setup
Navigate to the Document Editor by selecting Home > Document Editor.
Within the Document Editor, select the File tab. Locate the New button and, using the dropdown menu, select the New Letter option. For the purpose of this article, we will be making a letter. Be certain of your intended use, as there is no mechanism to switch the file type after it has been created.
Placing Tables in a Header or Footer
After opening your document, navigate to the Insert tab, as shown below.
Once this tab is selected, more tabs are available, to Include Header and Footer, as seen in this image.
Select the Header button, and the following screen appears.
Note that you are in the Header bar area, which is identified by the red arrow, and your cursor is flashing. Select the Table button at the upper left.
The Insert Table screen will appear as seen below.
The defaults are set to show you 5 columns and two rows. Columns being vertical, and rows being horizontal. To add an image (or Logo) to the header, we only need one Column and one Row. Once completed, the table will look like this.
Note the Layout button in the top right of the previous image. Select that button to get to the following screen, which has a new row of operational buttons dealing with the cells and tables that you are creating.
The one used the most is on the far right and is called Alignment. When selected, it looks like this:
Within the cell you created in the Header, select the option for Align Center. This will move the cursor into the center of the Header Table, so that when you place your Image (Logo) merge field, it will be centered. If your logo is typically on the right side or the left side, select your alignment accordingly.
Once you have set your alignment, go up to the Merge Field tab in the top row of buttons. Follow the dropdown path identified in the screenshot below. You will select, from the Merge Field tab, the option for General. From that menu select Images, and from that menu select Image Letter Header.
After selecting the option for Image Letter Header, you should see something very similar to the screen below.
The image seen above is a placeholder for your Practice's Letter Header. This image will be one that you have previously entered under Edit > Setup >Locations, select your location and go to the images tab. There is a section where the letterhead image can be uploaded from your computer by using the white plus in the blue field to locate that image on your computer. There is a field to perform the same activity to enter your Letter Footer, if your practice uses one.
In the above screen, you may have noticed that there is still a border around your logo that you do not want. To remove that border, select the Design tab immediately to the left of the Layout tab, and using the dropdown menu, select No Border.
Once completed, your Header should look the same as the image below.
Since this is the first action we have taken on this document, let's take the opportunity to go back to the File Tab, and save your work. You will need to use the Save As button, and give this work a title. From this point forward it will appear in the list of documents under the Open tab. Any subsequent saving of this document can be done with the Save button, unless you make substantial changes and wish to save it as a different document. If that is the case, use the Save As button for a second time.
If the image on the letter appears too big or too small, you can return to the placeholder itself and select it with a single left mouse click. Grab any corner of the image and drag to re-size. This is a trial-and-error operation, simply re-size the image, save your work, and run the document with a test patient to determine if the sizing is right for your Practice.
The process of adding an image in the Footer section is the same as that of adding a Header. Simply return to the Header Footer Tab and select the "Go to Footer" button.
Tables for an Image Layout within a Letter
Many offices like to show images within the body of a letter. One of the most common, and most difficult, is the appearance of a general "Standard 8" style layout within a letter. Many of the same steps from above can be applied for this layout.
Step 1: Place your cursor where you would like the table to appear in the letter.
Step 2: Go to the Insert tab and select the option for Table on the left side of the screen, as shown below.
Step 3: Select the Table tab to get this screen.
For a Standard 8 Layout, change the columns to 3 and the rows to 3 using the up and down arrows on the right of each field. Then select OK.
Step 4: Your screen should look similar to the one below.
Step 5: Place your cursor in the upper left cell of the table. Select the Layout tab on the upper right, and the Alignment dropdown menu within that tab and select from that dropdown your preferred alignment. In this instance, let's use Align Center. This will put the image in the center of the cell, both vertically and horizontally. Repeat this exercise for each cell within the table.
Step 6: Return to the upper left cell and place your cursor in that cell. Select the Merge Field tab. Then select the Sub-tab marked General, Then Images, and Images again. you screen should look something like this.
Once you select the final Image Sub-label outlined in red above, this box will appear.
From this box, select the Image Series Type from the dropdown list, similar to the one shown below.
And then select the specific Image Type.
For this article, we will begin by selecting the Beginning Series, and our first image will be the Facial Frontal. Select both of those options and select the Insert button. Your table should now be populated by an image placeholder. The bottom line of the placeholder will remind you what image is being represented.
Step 7: Repeat Step 6 until all cells within the table have been populated. The end result should look like the image below.
Step 8: Return to the tab near the top right titled Design. Select that tab, and the dropdown menu immediately below it under the heading of Borders. Select each cell (the same as we did when entering the image placeholders) and select No Borders in this dropdown menu. Repeat that process for every cell in the table. When completed, your table should look very similar to the one below.
Additional Helps within the Document Editor
Seeing Tables with No Borders
If you need to make changes within the document but need to see the gridlines that you have previously hidden, follow these steps. Within the document, select the Layout tab at the upper right. Once selected, choose the View Gridlines button on the far left.
The Standard 8 Layout should then look like this below.
Adjusting the size of Images within the Document
Once the saved document needs to be merged with a specific patient, you may notice that the overall size of each image is not to your liking. The placeholders can be re-sized by left clicking on the placeholder. This will generate a dashed box around the placeholder. Select (by left-clicking your mouse and holding the button down) the corner of the placeholder and drag it slowly away from the center of the image placeholder. Watch as the image grows larger. As it does, it will increase the size of the cell it is in. Release the left mouse button when you have reached the desired size.
You can then utilize the dashed borders on the increased size of the row of cells to enlarge the other images to the same size. Check the size on a merged letter to determine if your adjustments have met your expectations.
Adding an Image (or Logo) into a Table
With the table already existing, place your cursor in the cell that you wish to place the image in. For this example, I will use an image stored on my computer. I want it to be the practice logo, and we need it to show in the center empty field of the Standard 8 Layout from the example above. Select the Insert tab at the top of the screen, and the Picture button on the left side, next to the Table button. Locate the image on your computer and double click the image. It will be placed where your cursor was positioned on the document. Use the same process as identified above if the size of your image needs to be corrected. Below is the finished product.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.