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Using Attributes in Document Templates
It is possible to pull some attribute values into your Document Templates, but you will need to find out what the attribute's number is. Each attribute field in the platform has a number to identify it and the accessplanit support team will be able to let you know what your attribute numbers are.
You can pull attributes for Users, Delegates, Course Templates, and Course Dates onto your Document Templates.
Area of the Platform | Example | Merge Field |
|---|---|---|
| User | Dietary Requirements | candidate_attr_n |
| Delegate | Delegate group | usercoursedate_attr_n |
| Course (Date) | Funded by | coursedate_attr_n |
| Course Template | Course Code | course_attr_n |
Add the attribute merge field into your Document Template as you would with any field, replacing the 'n' with the attribute number that you require, e.g. candidate_attr_10002.
Adding multiple Delegates to a Sign-In Sheet
If you are creating a Sign-In Sheet, you need to ensure that you put :number at the end of the Field Name.
For example:
candidate_name:1
candidate_name:2
candidate_name:3
If you don't add this in, the first field will repeat itself down the list.
Managing Date Formats in Merge Fields
You are able to manipulate the format of dates within your Documents, such as outputting a start date for a Course of 26 January 2018 or 26-Jan-18
To do this you will need to add the following to the end of your Merge Field {"format":"dd/MM/yyyy"}, changing the dd/MM/yyyy to the format of your choice
Here are a few example formats:
Format | Output |
|---|---|
| dd/MM/yyyy | 01/12/2018 |
| dd-MMM-yy | 01-Dec-18 |
| dd MMMM yyyy hh:mm | 01 December 2018 05:00 |
| dd MMMM yyyy HH:mm | 01 December 2018 17:00 |
| dddd dd MMMM yyyy hh:mm | Monday 01 December 2018 09:00 |
Please note, use capital M for month and lowercase m for minute.
Please note, use capital H for 24 hour format, use lowercase h for 12 hour format.
For example:
- course_startdate{"format":"dd-MM-yyyy"}
- course_enddate{"format":"MMMM yy"}
- course_starttime{"format":"HH:mm"}
- candidate_award_expires{"format":"dd MMMM yyyy"}
Managing HTML fields in Document Templates
You are able to pull the HTML stored within the platform into your Document Templates for specific fields. For example, if you apply formatting to your venue description text, this can be pulled into your Document Template to make your Document more aesthetically pleasing.
To do this, you just need to add {"format":"html"} to the end of your Merge Field.
For example:
- course_overview{"format":"html"}
- course_description{"format":"html"}
- course_overview{"format":"html"}
- course_summary{"format":"html"}
- course_joininginsructions{"format":"html"}
- venue_description{"format":"html"}
Glossary
| Info |
|---|
When adding Merge Fields to a Document Template from this glossary, it's recommended that you type these in manually, to save any accidental spaces from being copied as well. If you require support with adding Merge Fields to a Word Document, please feel free to call the Support Team on 01524 389 841, or raising a request via our Customer Portal. |
Delegate Award Merge Fields
candidate_award_id
award_id
candidate_award_label
award_label
candidate_award_type
award_type
candidate_award_completed
award_completed
candidate_award_expires
award_expires
candidate_award_expires-1
award_expires-1
candidate_award_certificate_number
Delegate Merge Fields
candidate_names
candidate_gender
candidate_userid
candidate_name
candidate_forename
candidate_middlenames
candidate_surname
candidate_status
candidate_companyname (Booking Account)
coursedateuser.user.activecompany.name (Delegate's Main Account)
candidate_jobrole
candidate_address
candidate_town
candidate_county
candidate_country
candidate_postcode
candidate_fulladdress
candidate_fulladdressnopostcode
candidate_fulladdressnocountry
candidate_ninumber
candidate_ethniticy
candidate_phone
candidate_contactno (Mobile)
candidate_dob
candidate_age
candidate_sexualorientation
candidate_coursedate_notes
company_name (Training Provider name)
candidite_resourcecost
candidate_invoice_reference
candidate_invoice_paid
candidate_invoice_status
candidate_special_needs
coursedateuser.email
coursedateuser.score
Course Date Merge Fields
coursedate_id
course_startdate
course_starttime
course_enddate
course_endtime
date_range
datetime_range
coursedate_cost
coursedate_places
coursedate_notes
course_aliaslabel
coursedate_description
coursedate.CandidatesBooked (Delegates Booked for the course)
coursedate.SpacesLeft (Spaces Left for the course)
coursedateuser.coursedate.duration
coursedateuser.coursedate.durationtype
Sessional Courses Merge Fields
candidate_sessions_newline
Displays session names with a new line separator
candidate_sessions_comma_newline
Displays session names with a comma and new line separator
candidate_sessions_comma
Displays session names with a comma separator
candidate_session_dates_newline
Displays session name and date with new line separator
candidate_session_dates_comma_newline
Displays session name and date with a comma and new line separator
candidate_session_dates_comma
Displays session name and date with a comma separator
Trainer Merge Fields
trainer_fullnames (all trainers)
trainer_fullname1
trainer_fullname2
trainer_fullname3
trainer_fullname4
trainer_forenames1
trainer_forenames2
trainer_forenames3
trainer_forenames4
trainer_surname1
trainer_surname2
trainer_surname3
trainer_surname4
trainer_email1
trainer_email2
trainer_email3
trainer_email4
trainer_mobile1
trainer_mobile2
trainer_mobile3
trainer_mobile4
trainer_phone1
trainer_phone2
trainer_phone3
trainer_phone4
trainer_description1
trainer_description2
trainer_description3
trainer_description4
Course Template Merge Fields
course_id
course_label
course_duration
course_description (Objectives)
course_overview (Aims)
course_summary
course_joininginstructions
Course.TrainingPoints (CPD Points)
coursedateuser.coursedate.course.externalid (External ID)
Training Provider Merge Fields
provider_address
provider_town
provider_county
provider_country
provider_postcode
provider_phone
provider_fax
provider_email
provider_name
provider_fulladdress
Course Venue Merge Fields
venue_maincontact
venue_name
venue_address
venue_town
venue_county
venue_country
venue_postcode
venue_phone
venue_fulladdress
venue_description
Delegate Company Merge Fields
customer_companyname
customer_address
customer_town
customer_county
customer_country
customer_postcode
customer_fulladdress
Custom Field Merge Fields
Custom Fields can be pulled through to Document Templates via merge fields, if they have been created using the Custom Field builder in the Administration area.
These need to be formatted with a prefix stating which module the field uses, i.e. "coursedateuser" (for Delegates) "coursedateuser.user" (for Users) and "coursedate" (for Course Dates), "coursedate.coursecompany" (for Course Templates) followed by an indicator that its a custom field, i.e. ".CF_" and then appended by the label of the field itself, with underscores added to indicate spaces between words, e.g. "Date_Cancelled".
You can check which Module your Custom Field is based in using the Custom Fields DataGrid in the Administration area:
The types of custom fields that can be used in Document Templates include date fields, free text fields, checkboxes, numerical fields, as well as drop down boxes.
Below is a list of examples, formatted in the way described above - they are separated into different modules.
Delegate Module Merge Fields (Custom Fields)
| Info | ||
|---|---|---|
| ||
This format is for Custom Fields created in the Delegate Module, not User or Course Custom Fields that have been shared with Delegates. |
Delegate date field - CourseDateUser.CF_Date_Cancelled
Delegate free text - CourseDateUser.CF_Cancellation_Reasons
Delegate checkbox - CourseDateUser.CF_Refunded
Delegate number - CourseDateUser.CF_Group
Delegate drop down box - CourseDateUser.CF_Participant_Type
User Module Merge Fields (Custom Fields)
User date field - CourseDateUser.User.CF_Enrolment_Date
User free text - CourseDateUser.User.CF_Emergency_Contact
User checkbox - CourseDateUser.User.CF_Authorised
User number - CourseDateUser.User.CF_Direct_Reports
User drop down box (site status) - CourseDateUser.User.CF_Site_Status
Course Date Module Merge Fields (Custom Fields)
Course Date date field - CourseDate.CF_Course_Approved_Date
Course free text - CourseDate.CF_Notes_for_Trainer
Course checkbox - CourseDate.CF_Course_Approved
Course number - CourseDate.CF_Examiners_Required
Course drop down box - CourseDate.CF_Venue_Format
Course Template Module Merge Fields (Custom Fields)
Course Template free text - CourseDate.CourseCompany.CF_Course_Title