Document Structure

A typical manual has four main sections: Cover Page, Table of Contents, Manual Body and the Version History page. The templates contain the formatting and layout for these four sections.

Use Document Properties panel

Access the Document Properties panel and complete the fields as indicated to populate the template for manual. Refer to Update Document Properties BOADocProcess_DevManuals.html#updatedocprop for more information.

Cover Page

The cover page contains the required BOA logo, document title, and product version. The Release Notes contain the release date, but the manuals do not. The cover page contains the following information:

• Title – Name of the manual.

• Product – Application for which the manual is being written. The proper product name must be used with assigned trademarks. View the current list of trademarks at [http://www.boaweb.com/trademarks/.

• Address/contact information
  Note: Title and product are added on the Document Properties panel.

Version History Page

Include all changes made to the installation manuals on the Version History page.

Add a new record to the Version History table when updating the document.

Table of Contents

The Table of Contents lists each topic heading and its page number. The template is designed to display three style levels: Heading 1, Heading 2 and Heading 3. Once the body of the manual is created or any changes are made, the Table of Contents must be updated. The header includes product, document title and version.

To update the Table of Contents:

1. Right-click anywhere on the Table of Contents page.
2. Click Update Field or press F9; a pop-up displays.
3. Click Update entire table option.
4. Click OK button; the entire table updates.

Footers

Footers must be created using the Header and Footer Insert options in Word. To create or edit a header/footer in Word:

1. Select the Insert tab on the navigation bar above the ribbon.
2. Click Footer on the ribbon.
3. Click Edit Footer. The footer editor will then display at the bottom of the page.
4. When finished with edits, click Close Header and Footer icon on the ribbon.
   Note: As of 7/5/2017, the footer in our printed documents are as follows in the screenshots below:

   

   

   Note: The text in the footer has been updated with our copyright policies and reads: “Copyright © 2018 BackOffice Associates, LLC and/or its affiliates.  All rights reserved.  This document contains confidential and proprietary information and reproduction is prohibited unless authorized by BackOffice Associates®.  Other names appearing on the Site may be trademarks of their respective owners.”

Document Body

The document body contains the bulk of the information. Depending on the detail of the content, it can be broken out into three levels of headings, Heading 1, Heading 2 and Heading 3. Pre-defined formatting styles have been created in the Manual template and style set for headings, text, bullets, numbered steps, tables, notes, screen shots, etc. All styles can be applied by clicking a style on the Quick Styles Gallery. Refer to Styles for detailed explanation of the Styles font and spacing.

Heading 1

Heading 1 is the first level of detail in the document body and is always followed with a summary of the section. Multiple Heading 1s can exist in a document.

Heading 2

Heading 2 is the second level of detail in the manual body and is a sub-section of a Heading 1 section. It is not necessary to include summary text under Heading 2 unless further explanation is necessary.

Heading 3

Heading 3 is the third level of detail in the manual body and is a sub-section of a Heading 2 section. It is not necessary to include summary text under Heading 3 unless further explanation is necessary.

Bullets

Use bullets to present a list of information. Do not use bullets if describing a sequential process or steps a user needs to complete in the application. If stating a thought or item, the first word is bolded followed by an en dash. There are always at least two items bulleted when using bullets. List Bullet Style contains the standard formatting for bullets.

Begin each bulleted item with the same structure, e.g., a present tense verb or a noun.

Numbered Steps

Use numbered steps when describing a sequential process or steps a user needs to complete in the application. Include one action for each step. Each set of numbered steps must be preceded by a line that explains what the steps accomplish. Start the line with the word “To” and end with a colon. There must be at least two steps when numbering steps. If listing options after a numbered step, use the Indented Bullet Style.

Tables

Use a table to organize information, where applicable. The column headings and the first column (if appropriate) are bolded. For the rest of the table text, use plain text, not bolded or italicized. Refer to Styles for more information about table styles.

To create a table:

1. Enter column headings separated by tabs.
2. Highlight all column headings, the first row.
3. Click Insert tab.
4. Click Table Grid.
5. Select Convert Text to Table.
6. Select Tabs.
7. Click OK.
8. Highlight the column heading row.
9. Select the Home tab.
10. Select Table Column from the Style Gallery.
11. Highlight the second row.
12. Select Table Text from the Style Gallery.
13. Click Tab key from the last column to add another row.
14. Repeat as needed.
15. Enter text.
    Note: If bulleting two or more items within a table, highlight the text or the cell and apply the style Bullet Table. Apply the Table Text style to table content and the Table Column style to the table heading.

    Column Heading	Column Heading	Column Heading
    Table	Content Bulleted Items Bulleted Items Bulleted Items	Content