How to Create an Access List Follow

Introduction

The article provides step-by-step guide for creating, managing, and editing Access Lists. The first step is to prepare a template for the output of the Access List from the Manage Print Templates menu, then you can populate your Access lists from the Manage Access Lists menu option.

Creating a New Access List print template

Navigate to the Administration > Manage Print Templates.

The Manage Print Templates page allows you to create a customized Access List format.  Click on the + CREATE NEW button (top-right corner) to open the template creation screen.

On the Manage Print Templates page, fill out the following details, including a file name, and choose Report Type = 'Access List'.

• Template Name: Provide a name for the template.
• Source Template: Select the type of template:
  • Create New Template: To create a blank template.
  • Create From Local Template: To reuse a template that has already been created at Post.
  • Create From System Template. To pull from a default or pre-made system templates.
• In the Report Type dropdown, select Access List.

Once the required fields are filled, click CREATE.

The Edit Print Preview window will show up, allowing you to make changes before using the template. 

Use the following options to customize the template:

• Name & Publish Settings:  Use this field to assign or modify the name of the print template.
  • Enter the template name.
  • Use the Published toggle to make the template public or private.
  • Preview List: View a sample of the report generated using the selected template.
• List Layout: Select the Access List report type and define the fields to display.
  • The Access List template supports only four fields: Name (Last, First), Position Title, Position Number, and Access Type.
• Page Layout: Customize paper size, margins, and orientation.
• Header: Add title, description, insert image or logo, insert video, etc. Note: we have created a default header to include the appropriate FAM/FAH references but this is editable and can be customized to Post/Missions requirements.
  
  • Options:
    • First Page Only: Apply the header only to the first page.
    • Hidden: Toggle the visibility of the header.
    • Margins: Adjust the space between the header and document content.
    • Quality: Choose from Standard, High, or Highest for print quality.
  • Editing: Click the Edit Header button to modify the header section using the built-in editor.

• • • Inserting Placeholders: Placeholders allow dynamic data insertion in the print template.
      • Click the Placeholder dropdown to view available placeholders.
      • Choose from the following common placeholders:
        • Directory Name: Inserts the Directory or Post name associated with the report.
        • Template Name: Displays the name of the template.
        • List Name: Inserts the name of the Access List.
        • Signature: Displays the signature.
        • Date Formats: Various formats are available.
      • Example Use: To display the current date in long format, click the [[Date:LL]] placeholder.

• Footer: Similar to the header, footers allow for additional page information.
  • Options:
    • Last Page Only: Apply the footer only to the last page.
    • Hidden: Hide or show the footer.
    • Margins: Control footer spacing.
    • Quality: Select from Standard, High, or Highest.
  • Editing: Click the Edit Footer button to modify the footer section using the built-in editor.
• Body: Define the theme, line height, text color, font, and font size.
• Column Headers: Enable or disable headers and edit column labels and styles.
• Page Numbers: Configure position, horizontal margin (in inches), and vertical margin (in inches).
• Columns Layout: Select between one or two columns for the layout, and adjust the spacing between them.

To apply changes immediately, click Force Update.

Select Save Changes to save the adjustments you have made to the Print Template. 

Editing an Existing Access List Template

If you select the Edit button for a Print Template, users will be taken to the Edit Print Template page. 

Under Name & Publish Settings, the user can adjust the name, if the template is published, and the list you would like to preview in the preview window.

Publishing or Updating an Access List Template

Ensure the Published toggle is activated if the template is ready for users.

Next to each template, an ellipsis icon (...) appears on the far right of the table . Click this icon to access additional actions.

A dropdown menu appears with the following options:

• Unpublish: Remove the template from public visibility.
• Copy: Duplicate the template for modification or re-use.
• Export: Download the template to share or store.
• Delete: Permanently remove the template (proceed with caution).

Related Articles: 

How to Add and Edit Print Templates

Managing Access Control Lists

For additional help, please contact ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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