The following article describes the process for creating a template with merge fields.
The assumption is that the original document has been created in Word and approved, field requiring the merge field to be added are marked/identified if required. Note creation of the templates can be restricted to qualified user profiles for document control purposes.
In this example we are creating a merge template for a Trust document in the Tax Work space.
Import a Document and Create a Template
Import your pre-prepared Word document to DMS for procedure refer to Adding documents to the Document Management System - DMS
Creation of a template requires General Manager access.
- Select the DMS folder relevant to the use or work area of the document.
When importing the document that you need to convert to a template ensure that the import is into the DMS folder relevant to the use or work area of the document.
- Click on the document to open the properties slide out
- In the TAG section tick the Template box
- Click [Save] to save the document as a template.
Whilst the document properties are open enter any additional details such as description, version number, keywords etc. Refer to Managing your documents - document properties for more information
You must save the document as a template before proceeding to the next step.
- Click {Mail Merge Model Usage} and select from the options presented for the work area applicable to the document template.
- Click the template to open the document properties and select YES in the field {Show Templates List}. This is mandatory.
- Click [Save] tp save your changes.
Steps 5, 6 and 7 are essential. The steps ensure the template is visible in the DMS.
Inserting merge fields into your document template
Revert to the document list selecting the template to be used and merge fields added.
- Right click the template document and select {Edit Template} to open the merge editor window.
- Select one of the merge fields that are to be replaced by CompleteEmpire editor.
[Insert Merge Fields] - a list of merge fields that are relevant to the the work area. ie if you are working in the Tax Work area then the merge field that offered are only relevant to that work only.
[Insert Special Fields - a list of special fields such day/date.
- Click on [Insert Merge Field] to open the drop down list
- Select the relevant merge filed to paste into your word document.
Continue process for each merge filed required in the document.
Note that existing merge fields will need to be deleted from the word template if they exist in the document. Highlight the merge field and click [Delete Field] in the ribbon to remove.
- Click on [Save and Return] to close the template and revert to the DMS view.
To use the template and create a new merged document refer to Creating a Merged Document
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