Templates

What are Templates?

Templates in eBECAS/EDMISS are reusable structures that allow you to generate personalised documents, emails, and SMS messages by dynamically inserting data from the system.

Instead of manually creating each message or document, templates let you define a layout with placeholders (called bookmarks) that are automatically replaced with live data during the merge process.

Templates created in the NextGen App can be used in eBECAS/EDMISS Classic, but not the other way around. If you are using NextGen, it is best to create and manage templates there. However, if you are exclusively using Classic, you must create and manage templates within Classic.

When Should You Use a Template?

Use templates when you need to create documents or messages that share a consistent layout but require personalised content for each recipient.

For example, instead of manually writing 50 offer letters — each with different student names, course dates, and fees — you can create a single template that automatically inserts this information for each student.

Templates are ideal when you want to:

Generate documents repeatedly (e.g., Offer letters, Invoices, Enrolment Confirmations).
Incorporate up-to-date data (e.g., course dates, payment details).
Maintain consistent formatting and branding across documents and messages.

Whether you're sending one message or one hundred, templates help you do it faster, more accurately, and with consistent results.

Topics

The topics below will guide you through each step of the template process — from understanding key terminology, inserting data with bookmarks, to advanced topics like using grids or Word-based templates.

Whether you're just getting started or migrating from Classic, follow these articles in order or jump to the section that matches your current goal.

Tip
If you're new to templates, we recommend starting with Template Terminology

Templates Terminology — Understand the terms commonly used in templates.

Template Bookmarks — Bookmarks are the system names for different elements in the system. They can be seen as placeholders that represent an element such as fields that will be replaced with data during the merge process.

Template Categories — Categories are used to organise, classify or just group the templates. By creating a logical and intuitive structure, you can easily locate the right template when needed, saving time and effort. Consider categorizing templates based on their purpose.

Managing Templates — Templates are fundamental to drive efficient and consistent communication and documentation within the app.

Grids in Templates — Grids are an essential component for Templates. They let you display highly-customisable tables or repetitive sections on your templates.

Creating a Template from a Word File — Creating Document Templates from a Microsoft Word file is a powerful alternative when your documents require advanced functionality and special formatting.

Templates Repository — Some basic templates to help you get started. Simply download the files, make any necessary updates, and upload them to your system.

Template Troubleshooting — eBECAS/EDMISS Next Generation Templates feature provides a powerful and flexible way to generate documents efficiently. While it is designed to handle a wide range of formatting and data merging needs, there may be cases where certain expressions or configurations require troubleshooting.