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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.

Due to major updates on Microsoft Word, the templates used in eBECAS/EDMISS Classic are not compatible with the Next Generation template engine. See this article for details on how to migrate your templates.

This article is based on Microsoft 365 version of Word. Please note that the user interface may vary slightly depending on the version of Word you are using.

Create a Template in Microsoft Word

Before you start creating a template, make sure you are familiar with the concepts of bookmarks for fields and grids.

1. Create/Open a Word Template

Create a Word Document with your desired format/structure, or open a Word Document with the format/structure that you want for the template. You can add header, footer, images, tables, text etc.

2. Insert Fields and Grids

For dynamic content, which will be replaced with data during the merge process, you will need to add fields. Fields is the equivalent of bookmarks, and they represent dynamic data.

From the Insert tab, select Quick Parts and then on Field. The field properties window will display.

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The following step, depends on whether you are inserting a:

  • Single field that represents a single value (e.g Student First Name). Or;

  • Grid that represent a group of structured values (e.g tables), or a template section that represents another template that can be embedded in another template.

Insert a Single Field

From the Field properties windows:

  1. Select MERGEFIELD from the Field names panel.

  2. As the Field name, enter the Bookmarks (API name) of the field you want to add without any curly brackets.
    For example, for the student’s first name, add the Field name as students-first_name.
    The fields name must match exactly the bookmark (API name) of the field.

  3. Click OK to insert.

    Snag_fbac41c.png
  4. You’ll see the field inserted through MERGEFIELD as { MERGEFIELD students-first_name }.

    Snag_fbb5485.png

Tip. If you need to set a specific date format (for date fields only), you can specify the format within the MERGEFIELD using \@ "DateFormat".

For example: { MERGEFIELD students-dob \@ "dd/MM/yyyy" }

Insert a Grid or a Template Section

From the Field properties window:

  1. Select DOCVARIABLE from the Field names panel.

  2. Enter the API Name of the Grid Template or the Section Template that you’d like to insert in the Word Template on the New name field without any curly brackets.
    For example, if the api name of the grid that you want to insert is offer_items_gross_grid, enter that as the name.
    The name must match exactly the template’s API name.

  3. Click OK to insert.

    Snag_fbc307d.png
  4. You’ll see the field inserted through DOCVARIABLE as {DOCVARIABLE offer_items_gross_grid}.

    Snag_fbc8082.png

It is not possible to add grid-fields directly on the file. To add this type of fields, you'll need to create a Grid Template and then insert the Grid Template into the Word Template.

Please refer to the following article for instructions on creating Grid Templates. Grid Template, Managing Templates.

3. Save the Word Template

Once you have finished inserting fields into your Word template, you can save the template in ‘.doc' or ‘.docx’ formats.

In eBECAS/EDMISS NextGen, the Word template files must have the .doc or .docx extension.

Upload a Microsoft Word Template

When you have the Word file ready, it is time to create the template in eBECAS/EDMISS NextGen.

  1. Go to Step3 of Creating a template.

  2. Select Document as the Channel and enable the option Word Document Template.

Email and SMS templates cannot be created from a Word document.

  1. Select Template as the type.

Sections and grids cannot be created from a Word document.

  1. Click on Next.

  1. Enter the details and choose the template file to upload.

  2. Click Save and Exit to finish.

Example of Creating a Template from a Word File

The following example explains how to create a Word file that can be used as a template in eBECAS/EDMISS NextGen.

Simple Invoice Template

  1. Open a new document in Word.

  2. Create the basic layout for the template.

  3. Insert data fields by using MERGEFIELD.

    For example, to insert the Student First Name field, we need to know the bookmark for that field: {{students-first_name}}
    Next, add the data field in the Word template.

    To do so, Go to Insert > Field, select MERGEFIELD, enterstudents-first_name in Field name, then click OK
    You’ll see { MERGEFIELD students-first_name }.

  4. Next, we are going to insert a Grid/Section template using DOCVARIABLE.

    Let's insert a grid template (must exist in NextGen) that will merge as a table with the offer items for a given offer.

    Go to Insert > Field, select DOCVARIABLE, and enter sample_grid_offer_items_gross (api name of the grid we want to insert) in the New name. Then click on OK.
    You’ll see { DOCVARIABLE sample_grid_offer_items_gross }.

  5. The document will look like this one:

    image-20240408-000727.png

Microsoft Word already has lots of useful fields such as Today’s date, Current page number etc in Fields that you can use together in eBECAS/EDMISS Templates. For more details, visit List of field codes in Word.

  1. When merging the document on the offer, the result will look like this:

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[Example] Merged in PDF format

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