The following article describes the process for creating a template associated with module specific invoices, receipts or certificates etc. and with merge fields.
The assumption is that the original document has been created in Word and approved, fields 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 Certificate for a syndicate investment in the Syndicate work space.
Import a Document and Create a Template
Creation of a template requires General Manager access.
A quick way to check if you have access to the template creation tools is to simply go to the DMS and see if the check box under {Tags} has a check box marked {Templates}.
Import your pre-prepared Word document to DMS for procedure refer to Adding documents to the Document Management System - DMS
- 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 imported document to open the properties slide out
- Click the downward arrow to open the properties dialog.
- In the {Tags} section tick the Template to add the template tag to the document.
- Click {Mail Merge Model Usage} and select from the options presented the applicable merge mode to apply to the document template.
- Select YES in the filed {Show Templates List}. This is a mandatory selection.
- [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.
{Mail Merge Model Usage} options are configured by the system administrator.
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 selected 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
0 Comments
Add your comment