Document Templates Overview

Learn about Document Templates

1 About Document Templates
2 Benefits
3 Key Terms and Glossary
4 Where to find Document Templates
5 Document Template Management
6 FAQ’s

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Supported learning

https://www.accessplanit.com/en-gb/webinars/certificates-and-sign-in-sheets

About Document Templates

Document Templates enable you to create unique certificates, course sign-in sheets, registers, Trainer information documents, and more.

These work by automatically incorporating Course and Delegate details from your accessplanit platform.

Benefits

Here are the benefits of using Document Templates

Efficiency	Fully automate the generation of sign in sheets, certificates and registers, saving time on repetitive tasks!
Workflows Compatibility	Integrate with your Course and Delegate Workflows for seamless document generation and distribution.
Consistency	Enjoy uniformity across your Course and Delegate Documents by generating pre-defined Document Templates on the fly, or via Workflows.
Customization	Dynamically pull information from your platform to tailor documents for specific Course Templates.
Flexibility	Generate documents in different formats such as PDF or Word and distribute them manually or automatically.

Key Terms and Glossary

ID	This represents the Unique ID of the Document Template, it is generated when the Template is first created, and is shown as a number on the DataGrid.
Name	This is the name of the Document Template. We recommend naming your Template something that is easily identifiable. Note, 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. if you are in any doubt at all, please contact the accessplanit support team.
Account	This is the Account that the Document Template is assigned to. Please note, you can only store Document Templates against Course Templates where this Account is assigned as the Training Provider.
Merge Field	A Merge Field is a feature used primarily in documents to automatically insert personalised or variable data into a document directly from your Platform. 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. For more information, and a breakdown of available merge fields, check out our Document Template Merge Fields and Glossary page.
Active	Ticking this box will determine whether a Document Template can be selected and generated throughout the platform.
Keep original document type when emailed	Checking this box determines whether the Document will be sent as a PDF or in a Word document format when it is send to recipients over email. Please check this box if you would like your Document Template to be sent in a Word format.
Can Be Issued	Checking this box determines whether this Document Template can be issued manually to Delegates.
Upload File	Here, you can upload the Microsoft Word document file which will be your Document Template.
Output Format	Here, you can choose which type of file the document generates as. You have the choice between a PDF or a Word Document.
Generation Type	This determines how your document is generated. There are three types of Generation Type available: Generate & Download - This option automatically generates the document for the user/booking and downloads the document to your PC. Issue to Delegate's Learner Portal - Puts a link to view the Certificate in the Delegate's learner portal, which can be viewed in the My Awards page. Download Preview - Allows you to view the document without assigning the document to the user/booking. This is useful to check the document template is pulling the correct information.
Exclude Previous Recipients	This option will exclude sending or re-issuing the document to any Delegates who have had the Document created or issued previously.