Efficiency and consistency in document creation are essential in the Architecture, Engineering, and Construction (AEC) industry. OpenAsset templates provide a powerful solution to streamline workflows, maintain brand consistency, and enable team members to use the most up-to-date, approved documents.
With OpenAsset, you can create documents seamlessly, pulling in resized images and project details directly from your system. Common examples include project sheets, resumes, and PowerPoint presentations. Whether you need templates for Adobe InDesign, Microsoft Word, Microsoft PowerPoint, or Affinity Publisher, OpenAsset can help you create customized, branded templates tailored to your firm’s needs.
This blog will guide you through the OpenAsset template creation process, outlining what OpenAsset handles versus what your team is responsible for. We’ll also share best practices to help you avoid common pitfalls when working with templates in OpenAsset to ensure a smooth experience.
By the end of this blog, you will have a better understanding of OpenAsset’s role, and how your team can contribute effectively to maximize the benefits of OpenAsset templates and improve your document workflows.
OpenAsset’s Role in the Template Process
It’s important to understand OpenAsset’s role in the template creation process, which paves the way for a smooth collaboration and a high-quality final product. Our team is here to guide you every step of the way, from scoping your template requirements to finalizing a fully functional document that meets your firm’s needs.
As long as the necessary information exists within your OpenAsset system, we can seamlessly export it into your template. However, we rely on your team to specify which fields and keywords you want to include. This helps the template align with your workflow and branding.
Here’s how OpenAsset supports you throughout the template process:
Creating Templates for Your Firm
OpenAsset helps you create customized templates to create professional documents efficiently while maintaining brand consistency. Fortunately, our support team builds these templates for you, and they are part of your OpenAsset base package for the first year of your subscription.
Our process begins with your firm sending us an example of your current template(s). From there, we collaborate closely with your team to define the template’s scope and requirements. We also provide guidance on selecting the appropriate fields and keywords from your OpenAsset system. This helps all necessary information seamlessly integrate into the template.
Once you establish the requirements, our support team will take your specifications and create/script the template to align precisely with your firm’s branding and functional needs. This involves developing templates compatible with various programs, including Adobe InDesign, Affinity Publisher, Microsoft PowerPoint, and Microsoft Word.
Additionally, OpenAsset offers a self-serve PowerPoint Template Editor, allowing you to:
- Choose from predefined image placements
- Customize and format text placeholders
- Create multiple templates for different use cases
While this self-service option provides a quicker way to set up templates, it offers limited customization compared to working directly with our support team. However, it’s a great solution for firms that need quick, easy-to-use PowerPoint templates without extensive scripting.
Making Small Template Updates
Sometimes, after a template is complete and live, you may want to perform a brand refresh (new logo, changes to formatting or fonts, etc.), or perhaps part of the template doesn’t work for your team as expected, and you want to make changes. Fortunately, our team can make small changes easily.
While slightly different from the initial creation process, OpenAsset uses a structured and efficient process for making small template updates. Here’s how we assist you in this process:
- Client Request: When your team identifies the need for a template update—whether a brand refresh or functional adjustments—you can start the process by reaching out to your Customer Success Manager or our Customer Support team.
- Scoping and Submission: Our team reviews the materials provided by your team to scope the extent of the revisions and then follows up with you if they have any questions.
- Implementation of Changes: OpenAsset’s Support Engineers will make the necessary requested changes to your template based on the provided documentation.
- Quality Assurance: Post-modification, we conduct thorough testing to verify that the template functions correctly within the OpenAsset system.
- Draft Review: Once the revised template is ready, we will notify your team to review the draft.
- Final Approval: After addressing any additional feedback, the template is finalized and approved for use by your team.
Moreover, the Revision Period for template creation requests includes up to three rounds of revisions to ensure your template meets expectations. After OpenAsset provides the first draft, your team will have two weeks to review and submit feedback.
It’s worth noting that small updates to resume templates are generally part of the base package, but the complexity of the changes determines the process. Our team can help assess the scope of the update and guide you through your options.
Ensuring Template Consistency and Functionality
OpenAsset plays a crucial role in maintaining the consistency and functionality of your firm’s custom templates. This efficiency and reinforcement of brand integrity enable firms to produce professional, brand-aligned documents efficiently.
Here’s how OpenAsset contributes to this process:
1. Centralized Template Management
OpenAsset is a centralized repository for all your digital assets, including templates. Storing templates in our unified, cloud-based platform allows all team members to access the most current and approved versions. This helps maintain consistency across all documents. Such a centralized approach simplifies collaboration, enhances productivity and reduces the risk of using outdated or incorrect templates.
2. Automated Content Integration
OpenAsset’s templates automatically integrate relevant content, such as images and metadata, directly from your OpenAsset system. This automation minimizes manual data entry, reduces errors, and keeps documents consistently formatted and up-to-date. For example, when creating project sheets or resumes, OpenAsset pulls the latest images and data to streamline the document creation process and maintain accuracy.
3. Customization and Flexibility
OpenAsset supports the creation of templates compatible with various programs, including Adobe InDesign, Affinity Publisher, Microsoft PowerPoint, and Microsoft Word. This flexibility allows your team to work within their preferred software environments while maintaining consistent branding and functionality across all documents.
Tailoring templates to your firm’s specific needs and workflows through OpenAsset means that each document aligns with your organizational standards and aesthetic preferences.
The AEC Marketing Team’s Role in Template Creation
Understanding your team’s responsibilities in the template creation process is essential for a successful collaboration with OpenAsset.
From providing the example and “blank” documents and sharing any applicable revisions within 2 weeks to keeping revisions relative to what was originally discussed and approving the template, your team plays a crucial role in ensuring a smooth and efficient workflow that leads to a final template that aligns with your firm’s needs, branding, and functionality within OpenAsset.
Here’s how your AEC marketing team can contribute effectively:
Defining Your Template Requirements
Before OpenAsset can begin creating your template, your team also plays a critical role in defining its requirements. You can help streamline the template creation process and ensure the final product aligns with your firm’s branding and workflow by clearly outlining your needs and providing the necessary materials upfront.
Here’s what your team is responsible for when defining template requirements:
1. Determining the Type and Number of Templates
To begin, your team must specify:
- The number of templates you want our team to build.
- The type of template required:
- Employee-Based: Select specific employees to feature on resumes.
- Project-Based: Highlight certain projects for a project sheet or project profile.
- File-Based: Focus on particular files or assets.
Providing this information upfront allows OpenAsset to scope your request accurately and assign the appropriate resources to your project.
2. Providing Key Documents for Template Creation
To begin the template development process, your team must provide two essential documents in the program where you plan to export the template (e.g., InDesign, PowerPoint, Word):
- Example Document: A fully formatted sample that reflects the final output, including images, fields, keywords, styles, and formatting. This serves as the model for how your template should look.
- “Blank” Template: A version with placeholders where images and metadata fields will populate. This document allows OpenAsset to correctly script the dynamic content.
3. Sharing Additional Branding Elements
To maintain consistency across documents, your team should also supply:
- Logo files (if applicable).
- Brand fonts and styles to match your firm’s design standards.
Requesting and Managing Template Updates
Effectively managing and updating your OpenAsset templates is essential for brand consistency and ensuring documents are up to date.
Here’s what you can expect from your role as an OpenAsset templates user when it comes to requesting and managing template updates:
- Identify the Need for Updates: Recognize when templates require modifications due to rebranding efforts, content changes, or functionality improvements. We recommend reviewing your templates annually to determine if any updates are necessary.
- Contact OpenAsset Support: Reach out to your Customer Success Manager or the OpenAsset Support Team to discuss the desired updates and begin the revision process.
- After clearly communicating the desired changes, provide the following:
- Example Document: A current version of the template showcasing existing content and layout.
- Commented Document: An exported version of the current template with annotations or text boxes detailing the specific changes required. This visual guide helps the OpenAsset team understand your exact needs.
- Logo Files (if applicable): Include any updated branding elements to be incorporated into the template.
- Review and Feedback: Once the OpenAsset team has the updated template ready, your team will get to review it and provide feedback.
- Scope Alignment: Make sure all requested revisions align with the original scope of the template to prevent delays and additional costs.
- Approval: After all revisions have been addressed, formally approve the updated template.
- Implementation: The finalized template will be integrated into your OpenAsset system, ready for use by your team.
Training Your Team on Template Usage
Training your AEC marketing team in using and managing OpenAsset templates is necessary for efficiency in document creation. As a user, your role involves providing the necessary training to help team members understand how to access, customize, and create documents from templates.
Start by assessing your AEC marketing team’s familiarity with OpenAsset and identifying any knowledge gaps. Then, leverage OpenAsset’s available resources, such as help center articles, webinars, and training sessions, to provide foundational learning.
Additionally, conducting hands-on workshops or internal training sessions allows users to gain practical experience. This helps users feel comfortable with navigating and using templates.
Beyond initial training, it’s important to establish clear best practices and guidelines for template usage. We suggest that standard procedures be put in place to ensure uniformity across all documents and prevent inconsistencies or improper formatting.
Lastly, encourage ongoing learning through OpenAsset’s support materials to keep your team informed about new features and best practices.
Best Practices: Do’s and Don’ts for a Smooth Template Experience
Create a seamless experience with OpenAsset templates by adhering to best practices that enhance efficiency and consistency. Below are key do’s and don’ts to guide your team:
Do:
- Define Clear Template Requirements: Provide a detailed example and blank template in your preferred format for accurate replication.
- Keep a Consistent Format: Use uniform styles, fonts, and layouts across all templates for brand consistency.
- Leverage OpenAsset’s Features: Take advantage of OpenAsset’s automated image resizing and data integration to streamline document creation.
- Regularly Update Templates: Keep templates up to date by incorporating branding changes and aligning them with your latest company standards.
- Contact OpenAsset for Template Revisions: For a rebrand or adjustments, reach out to OpenAsset Support to keep your templates current and functional.
- Review and Submit Revisions on Time: Conduct a thorough review of your template within the two-week revision period.
Don’t:
- Overcomplicate Templates: Keep templates straightforward for ease of use and to prevent errors during document creation. You can always make changes after you create the template.
- Use Inconsistent Naming Conventions: Maintain standardized naming conventions for templates to facilitate easy identification and access.
- Overlook Testing: Before implementation, test templates for functioning and formatting requirements.
- Skip Internal Review Before Approval: All relevant team members should review the template before final approval to avoid costly revisions later.
- Forget to Train Your Team: Provide comprehensive training for users to understand how to access, customize, and create documents from templates effectively.
Get Started With OpenAsset Templates
OpenAsset templates streamline your document creation process and maximize the value of your images by eliminating obstacles to their use.
Templates help your team create polished, customized documents without all the manual work. Whether you’re creating project, employee, or file-based materials in InDesign or the Microsoft Office Suite, OpenAsset provides the tools you need for a seamless workflow.
To summarize our role and yours, you provide your template by submitting an example and a blank version in your preferred format, and our team builds it out to match your formatting, styling, fonts, and layout. We then integrate automation, allowing the template to pull the latest images and data directly from your OpenAsset system, so you can instantly generate and export documents to InDesign, Affinity, PowerPoint, or Word with just a few clicks.
Now that you understand the process, it’s time to put it into action! If you’re ready to create new templates or update existing ones, reach out to your Customer Success Manager or our Customer Support team to get started.
However, if you’re new to OpenAsset and want to learn more about templates and how they can maximize the value of your images and documents, reach out to our team.
