Edit Record Layout Options

When you add hub records to a proposal or modify existing proposal records, the Edit Record Layout pane displays. This pane is active only when the proposal contains hub records and you are editing their respective layout. Use the options on this pane to format and save the hub record information that is included within a proposal.

Process for Editing Proposal Records

The overall process for adding hub information into a proposal is:

1. Select which hub records will be included.
2. Format the layout for all the records. This layout can include pictures, text and information in fields from the records. When you make changes to the layout of the records, those changes apply to all records at one time.
3. Finalize the records. At this point, the records are disconnected from the records in the hub and you can begin to make changes to individual records for the proposal. Changes made after finalizing records do not update the hub records. Also, changes to the records in the hub will no longer update the information in the proposal.

When you insert one or more records from the Deltek Elements panel into a proposal, Vantagepoint switches the proposal builder to edit record layout mode and the Add Record dialog box displays. This dialog box prompts you to select the hub from which you want to add the records, and then one or more hub records to include in the proposal.

Vantagepoint then inserts the records into the proposal, and as you format the layout and add text boxes and images, the elements are automatically inserted and updated for every hub record that is included on the proposal.

For example, you want to add one text box and three images to each record that will be included on a new proposal. If there is one hub record on the proposal, the text box and images are inserted only into that record on the proposal. However, if there are six hub records on the proposal, the text box and images are inserted into each of the six records on the proposal. This allows you to create consistently formatted proposals with multiple records at one time. Vantagepoint groups the records and each change you make to one record is made to all records until the proposal is merged.

Options for Editing Proposal Records

As you work through building the proposal, the following Edit Record Layout options are available:

• Draft Layout: You build the record layout and insert elements into one record and that same change is reflected in all the other records. Click Save Record Layout as Draft to save the records as a draft. While in draft layout mode, you can continue editing the records as a group and maintain a consistent format. Keep the proposal in draft layout mode until you need to edit each record individually. If you will be saving this proposal as a template, you should keep the records as drafts if:
  • You would like to change the selected records for proposals created from it. For example, you build resumes for Mary and Joe in the template. If you want to be able to change the employees to John and Grace for a new proposal then you should keep the records as drafts.
  • The records should be updated with changes from the hub for new proposals. For example, if Mary’s title changes, the new proposal should be updated with that change from the hub.
• Merge and Finalize Records: When you have finished editing the proposal records as a group, click this option to merge the records in the proposal. This separates the records from being a group and allows you to edit each record individually for this one proposal. It also disconnects the records from the hub so they will no longer be updated with changes from the hub. If you will be saving this proposal as a template, you should leave the records as drafts if you would like to change the records used in future proposals or if you would like the records to be updated from the hub. For example, if you create a project sheet with 3 project examples and you would like to change which projects are used as examples in future proposals, you would not merge and finalize records. You would save the records as drafts so you can use the Manage Records link to change the project examples later.

  When you click Merge and Finalize Records , Vantagepoint prompts you to confirm before proceeding.

• Cancel and Revert Changes: Click this option to cancel the record edits and return it to the original format.
• Manage Records : Click this link to open the Manage Records dialog box and then add, rearrange, and/or remove records from the proposal.