Action Plan Document Generation in PICSWeb

Owned by Joe Robson (Unlicensed)
Last updated: Aug 26, 2021
3 min read

The guidance in this page is only for customers using PICS for Employability.

The Document Generation feature in PICSWeb can be used to generate an Action Plan document for your employability customers. However, generating an action plan works slightly differently to other document types. The guidance in this page covers setting up your templates and generating the action plan file.

Creating the Template

Unlike other Document Templates, the action plan template can be set up to export data from each stage in the action plan onto a separate table. To set this up:

  1. Open Microsoft Word and create a new document.

  2. Add any static content and formatting needed.

  3. Add tables for each stage defined in the action plan.

  4. Right-click on the table for the first stage and select Table Properties > Alt Text > Title. Set the title to be the same as the code for a stage.

  5. Set up your column headings for each table.

  6. Add a new row with only one cell containing a single bookmark for the Type of component you want the rows below to use. For example, if the stage contains a Course component, the bookmark will be {{Course}}.

  7. Add another row directly below. In here you can create the fields for the component details that you want to be exported into the document. The bookmarks here work like normal Template Document Bookmarks. As some fields may be soft-titled at your organisation, make sure you are referring to a report for the correct field names as in the linked instructions.

  8. Repeat steps 6-7 for all component types you want to appear for the stage.

  9. Repeat steps 4-8 for all stages you want to appear in the document.

An example template is available below for your own reference:

Uploading the Template to PICSWeb

Your user account will need Database Administrator User Permissions to be able to access document template configuration and upload the file.

Uploading the file works the same as explained in Creating a New Document Template. You will need to choose Employability Customer Components from the Template For drop-down menu.

Generating an Action Plan Document

Once you have uploaded your template, you can generate an action plan document for a customer. To do this, go to the Delivery Plan for the customer and select Actions > Generate Action Plan Document.

Any Employability Customer Components templates will be able to choose from in the Template drop-down menu. Once you have chosen, enter a Name and select Run. Unlike other document generation processes, this will not take place in the background. Instead, you will need to wait for the document to be generated, after which the window will show a link to Download it. Select Cancel to return to the delivery plan after downloading.

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