How To: Document Templates

 

How to create a Document Template

Document Templates are created within Microsoft Word, using the standard Microsoft Word merge field function.

  1. To insert a field into your document, go to the Insert menu option within Word and click on the Quick Parts option. In older versions of Microsoft Word, the Quick Parts button is larger and will have the text "Quick Parts" displayed underneath.



  2. Click on the Field option from the Quick Parts drop down options list. This will open the Field pop-up dialog box.

  3. From the list of possible field names on the left, select the MergeField option.

  4. Enter your Merge Field into the Field name box, under Field properties.

  5. Save your document once you have added in all of your required Merge Fields. You can then upload this into your platform.


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.

How to edit an existing Merge Field

  1. Right click the Merge Field and select Edit Field.

  2. This will open up the Field dialog box. From here, you can make any amendments to the Merge Field. 

  3. Click OK  to save your changes.

How to add a Document Template

  1. Select Document Templates from the Administration menu. You will be taken to the Document Templates DataGrid. To learn more about DataGrids, click here.

  2. Click the Add button at the top of the DataGrid. This will open the Document Template dialog box:




  3. Choose the Account you wish the document to be stored against, and give it a name. Upload a file that will serve as the Document Template. You can enter in the optional fields here too, if you wish.

  4. Click Save & Close to save your Document Template.

How to download a Document Template to make changes

  1. Select Document Templates from the Administration menu.

  2. Right click on the Document Template and select Edit from the context menu.



  3. Scroll down to the Current File section, and click on the blue file link to download the Document Template.




  4. You can then make any required adjustments directly in Microsoft Word, and save your document. Once you have saved your document, you will then need to re-upload it.

  5. To re-upload your document, Edit your Document Template from the Document Templates page and scroll down to the Upload New File option.

  6. Click on the Browse button and select the new version of your document from where you have saved it on your computer.





  7. Click Save & Close to save your changes.

How to generate/issue Document Templates manually

Documents can be generated in different areas of the platform. 

To generate documents that are specific to a Delegate such as a Certificate, you will need to select them from the Delegates Maintenance page of a Course Date.

  1. Navigate to the relevant Course DataGrid. Right click on the Course you wish to generate documents for, and select Delegates from the context menu.




  2. Right click on the Delegate and select the Generate Documents option from the context menu.



  3. Alternatively, you can select multiple Delegates using the check boxes and the drop-down arrow in the top left of the DataGrid.



  4. From the dialog box, select the Document Template you wish to generate, choose the Output Format, the Generation Type, and whether you wish for this generation to Exclude Previous Recipients.



  5. Click Generate to generate the Documents.


To generate documents that contain multiple Delegates' details, or focus heavily on Course details, you will need to generate the documents from the Courses DataGrid.

  1. Navigate to the relevant Course DataGrid.

  2. Right click the Course you wish to generate the documents for and select Delegates.
  3. Select all Delegates using the check boxes and click the drop-down arrow in the top left of the DataGrid.



  4. Select Generate Documents from the context menu.From the dialog box, select the Document Template you wish to generate, choose the Output Format, the Generation Type, and whether you wish for this generation to Exclude Previous Recipients.



  5. Click Generate to generate the Documents.

How to test Document Templates

  1. Click the Preview button when editing the Document Template.



  2. Select the Output Format and a Delegate (or multiple) to use for the test.



  3. Click Generate to download a preview of the document.