A document template is used to export learner, applicant, officer or organisation details onto a pre-defined Word document.
To create a template, you will first need to open a new document in Microsoft Word and enter all the necessary text and formatting.
Next, you will need to insert merge fields for any data that you want to be exported from the record when generating the document. Download a report based on the report template for your record type. You can only use fields from one report in a document template.
In the locations where you want the data to appear, enter the Column Heading for the data field as it appears in the chosen report, surrounded by two curly brackets, in the format {{Field Name}}.
Save the document in docx form in an accessible location.
Once you have saved your docx template file, select Configuration > Lists and Types > Document Templates and select Create from the top-right corner of the page. This will open the Create Template window, where you can enter the following details:
Name
Template For – Here you can choose the type of record to use with the template.
Template – Here you can either drag and drop the template file into the box or select the box to browse for the file.
Once you have completed these fields, select Save to add the document template to the list.
To generate documents using the new template, go to a record summary page, select Actions > Generate Document, enter the Name and choose the new Template.
Select Run to begin generating the document. Once the document has been generated, it will be available in the Files tab in the record summary. You will also receive an email informing you when the document is ready, with a link to the files tab.
In the document, all merge fields will be replaced with the corresponding field from the chosen record.
For more information, take a look at the full help pages for Creating a New Document Template and Generating Documents from Document Templates.
Keywords: Mail Merge, Custom Document, File Export, Word Template