Document Template Merge Fields and Glossary

1 Adding a Merge Field to a Document
2 Multiple Delegate Merge Field Formatting
3 Merge Field Glossary
4 Custom Field Merge Fields
5 Managing Date & Cost Formats
6 Managing HTML Merge Fields
7 Managing Attributes in Merge Fields
8 FAQ’s

Related Help Guide Pages

Email template Merge Fields

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3275718663

Here is a list of all Document Merge Fields that can be used within Document Templates

A document Merge Field is a feature used primarily in documents to automatically insert personalised or variable data into a document. This process is commonly used for creating Certificates, Sign in sheets, Registers, and other types of documents where the same format is used but with different information for each recipient.

Please see the list below of all available Merge Fields for accessplanit

Please Note!
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.

DO NOT include special characters in the file name of a Document Template, names should only be alphanumeric, if a file name contains a symbol, the template will break

Adding a Merge Field to a Document

This step will guide you on how to add a Merge Field to a Document.

Click into your document where you would like to place the Merge Field
Open the ‘Insert' menu in Microsoft Word and view the 'Quick Parts’ options

Please Note!

If you are using a Mac you will go to Insert > Field

Click the ‘field’ option from the drop down to open the ‘Field’ pop-up window

From the ‘Field names:' list scroll down and select the 'MergeField’ option

Paste the merge field label into the ‘Field name:’ textbox

Please Note!
It is possible to insert upper case fields if preferred.

Typical use cases for this are fields such as Delegate names on sign in sheets and registers where information needs to be filled in in block capitals.

Click the OK button to add your Merge Field into your document

Multiple Delegate Merge Field Formatting

If you are creating a Sign-In Sheet or Register, you need to ensure that you put :number at the end of the Field Name. If you don't add this in, the first field will repeat itself down the list.

This can be used across a number of Merge Fields, here are some examples below:
candidate_name:1

candidate_name:2

candidate_name:3

Top Tip!
A quick way to edit multiple Merge Fields is to press ALT+F9 to set the fields to ‘advanced' mode. You can then amend each number within the fields, press ALT+F9 again, right click on each field and update field, this will amend them all quickly for you instead of having to add each one manually.

Merge Field Glossary

Here is a list of Individual Merge Fields that can be used within Documents for information required within accessplanit

Training Provider Merge Fields

Merge Field	Purpose
provider_address	The Training Provider First Line of Address
provider_town	Training Provider Town
provider_county	Training Provider County
provider_country	Training Provider Country
provider_postcode	Training Provider postcode
provider_phone	Training Provider Main Contact Number
provider_fax	Training Providers Fax Number
provider_email	Training Provider Email Address
provider_name	Training Provider Name
provider_fulladdress	Training Provider’s full address listed as: First Line Address Town County Country Postcode

Delegate Company Merge Fields

Merge Field	Purpose
customer_companyname	Company Name the Delegate
customer_address	First Line of Address of the Delegates Company
customer_town	Town of the Delegates Company
customer_county	County of the Delegates Company
customer_country	Country of the Delegates Company
customer_postcode	Postcode of the Delegates Company
customer_fulladdress	Delegates Company full address listed as: First Line Address Town County Country Postcode

Delegate Merge Fields

Merge Field	Purpose
candidate_names	First and Last name of Delegate
candidate_forename	Delegate First Name
candidate_middlenames	Delegate Middle Name(s)
candidate_surname	Delegate Surname
candidate_gender	Delegate Gender
candidate_userid	Delegate User ID
candidate_userid~coursedate_id	Delegate ID
candidate_status	The Status of the Delegate on the Course
candidate_companyname	Delegates Booking Account Name
candidate_jobrole	Delegates Job Role
candidate_address	Delegates First Line of Address
candidate_town	Delegate Town
candidate_county	Delegate County
candidate_country	Delegate Country
candidate_postcode	Delegate Poscode
candidate_fulladdress	Delegates full address listed as: First Line Address Town County Country Postcode
candidate_fulladdressnopostcode	Delegates full address listed as: First Line Address Town County Country
candidate_fulladdressnocountry	Delegates full address listed as: First Line Address Town County Postcode
candidate_ninumber	Delegates National Insurance Number
candidate_ethniticy	Delegates Ethnicity
candidate_nationality	Delegates Nationality
candidate_jobtitle	Delegate Job Title
candidate_phone	Delegate Phone Number
candidate_contactno	Delegate Mobile Number
candidate_dob	Delegate Date of Birth
candidate_age	Delegate Age
candidate_sexualorientation	Delegate Sexual Orientation
candidate_coursedate_notes	Delegate Course Date Notes
company_name	Delegate Provider Name
candidite_resourcecost	Delegate Resource Cost
candidate_invoice_reference	Delegate Invoice Reference
candidate_invoice_paid	Delegate Invoice Paid
candidate_invoice_status	Delegate Invoice Status
candidate_special_needs	Delegate Special Needs
coursedateuser.email	Delegate Email Address
coursedateuser.score	Delegate eLearning Score
coursedateuser.user.activecompany.name	Shows the first active employment record (first in alphabetical order) against the linked User
coursedateuser.title	Title of your Delegate
coursedateuser.coursedate.duration	Duration of the Course for your Delegate
coursedateuser.coursedate.durationtype	Duration Type of the Course for your Delegate. For example days, hours, minutes
coursedateuser.user.maincompany.name	User Main Account Name

Delegate Award Merge Fields

Merge Field	Purpose
candidate_award_id	ID of the Award for the Delegate
candidate_award_label	Label of the Award for the Delegate
candidate_award_completed	Completed Award Date for the Delegate
candidate_award_expires	Award Expiry Date for the Delegate
candidate_award_expires-1	If you are changing this to a specific date format, the "-1" should be after the formatting
candidate_award_certificate_number	Certificate Number for the Delegate

Course Template Merge Fields

Merge Field	Purpose
course_id	Course Template ID which is found under the ‘Details’ section of the Course Template
course_label	Course Template Name
course_duration	Course Template Duration
course_description	Course Template Description (Objectives)
course_overview	Course Template Overview (Aims)
course_summary	Course Template Summary
course_joininginsructions (Yes the spelling mistake is needed for this field)	Course Template Joining Instruction. If the Course Template Joining Instructions are empty, this merge field will use the Course Date Joining Instruction
Course.TrainingPoints	Course Template Training Points (CPD)
coursedateuser.coursedate.course.externalid	External ID from Class Course - Class Course Details - External ID
coursedateuser.coursedate.externalid	External ID from Class Course - Class Course Details - Provision - External ID

Course Date Merge Fields

Merge Field	Purpose
coursedate_id	This is the Course ID which is found within the details section of a Course
course_startdate	Course Start Date will require a Date format from the ‘Managing Date Formats in Merge Fields’ section above. For example dd/MM/yyyy
course_starttime	Course Start Time
course_enddate	Course End Date will require a Date format from the ‘Managing Date Formats in Merge Fields’ section above. For example dd/MM/yyyy
course_endtime	Course End Time
date_range	Course Start date as 11/02/2024 format
datetime_range	Course Start date as 11/02/2024 09:00 - 17:00 format
coursedate_cost	Course Cost
coursedate_places	This is how many places are on the Course
coursedate_notes	This shows any Notes from the Course
course_aliaslabel	Course Alias Label
coursedate_description	Course Description
coursedate_joininginstructions	Course Date Joining Instructions
coursedate.CandidatesBooked	This is the number of Delegates booked on the Course
coursedate.SpacesLeft	This is how many spaces are left on the Course
coursedate.duration	Duration of the Course
coursedate.durationtype	Duration Type of your Course. For example hours, days, minutes. This would work injunction with the Merge Field above

Sessional Courses Merge Fields

Merge Field	Purpose
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

Top Tip!

If you have multiple Trainers mapped to your Course, the Merge Fields below need to be added to your document in the order the Trainers were mapped to the Course. For example, if you have Trainer ‘Joe Bloggs’, but also want to add Trainer ‘Jane Doe’, you would add ‘trainer_fullname1’ and ‘trainer_fullname2’. Using the ‘trainer_fullnames’ Merge Field will add all Trainers mapped to the Course comma separated. This works the same for all Merge Fields listed below

Merge Field

Purpose

trainer_fullnames (all trainers)

trainer_fullname1

trainer_fullname2

trainer_fullname3

trainer_fullname4

Trainer First and Last name

trainer_forenames1

trainer_forenames2

trainer_forenames3

trainer_forenames4

Trainer First Name

trainer_surname1

trainer_surname2

trainer_surname3

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Document Template Merge Fields and Glossary