Document Template Merge Fields and Glossary

 

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
UserDietary Requirementscandidate_attr_n
DelegateDelegate group

usercoursedate_attr_n

Course (Date)Funded bycoursedate_attr_n
Course TemplateCourse Codecourse_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/yyyy01/12/2018
dd-MMM-yy01-Dec-18
dd MMMM yyyy hh:mm01 December 2018 05:00
dd MMMM yyyy HH:mm

01 December 2018 17:00

dddd dd MMMM yyyy hh:mmMonday 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:

  1. course_startdate{"format":"dd-MM-yyyy"}
  2. course_enddate{"format":"MMMM yy"}
  3. course_starttime{"format":"HH:mm"}
  4. 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:

  1. course_overview{"format":"html"}
  2. course_description{"format":"html"}
  3. course_overview{"format":"html"}
  4. course_summary{"format":"html"}
  5. course_joininginsructions{"format":"html"}
  6. venue_description{"format":"html"} 

Glossary

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)

Note

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