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Migrating Templates from the Classic to the NextGen App

The Classic and NextGen templates are not compatible. This article explains how to create new templates from the original Classic templates to use in the NextGen app.

NextGen templates can be used in the Classic App but Classic templates cannot be used in the NextGen app.

The primary distinction between Classic and NextGen templates lies in the handling of dynamic data. Classic templates use Bookmarks, whereas NextGen templates use MergeFields and DocVariables. This variance renders Classic and NextGen templates incompatible.

If you are planning to use your existing templates from Classic, it is required to replace the bookmarks in the files before they can be used in NextGen. We will refer to this process as ‘Migrating templates from the Classic to the NextGen App’.

Before you start migrating templates from the Classic to the NextGen App, make sure you are familiar with Creating a template from a Word File.

The 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.

Let’s start…

  1. Using Microsoft Word, open the template (*.dot or *.dotx files) that you want to migrate.

    image-20240402-043023.png

  2. In the Classic templates, dynamic data is added by inserting bookmarks as FORMTEXT. You'll need to replace each FORMTEXT with the new elements used by the NextGen app.

    If it's difficult to locate where FORMTEXT is being used, press Alt + F9 to show/hide the FORMTEXT fields.

    image-20240404-023814.png

  3. To see what bookmark is for, double-click or right-click on each FORMTEXT and then click on Properties, the Text Form Field Options window will open. In the Bookmark field on the Field settings section, you can see the reference of the bookmark. Take note of the bookmark as you need to replace this element.

    image-20240402-043359.png
  4. Go to Bookmarks panel in eBECAS/EDMISS NextGen Creating Templates and find the relevant field in Single Fields section. Click on the field to check the API name.

    image-20240404-031928.png

  5. Come back to the Word document. Delete FORMTEXT in the template then insert relevant Fields for the bookmark.
    See the following article for detailed instructions on how to insert fields: Creating a Template in Microsoft Word | Insert Fields.

    image-20240402-043526.png
  6. FORMTEXT in Table forms will have to be converted to Grid Template created in eBECAS/EDMISS NextGen and inserted as DocVariable.
    See this article for Creating Grid Template and Creating a Template in Microsoft Word | Insert Fields.

image-20240402-044455.png
  1. After updating all the fields, save the template as .doc or .docx format.

  2. Upload the word file through eBECAS/EDMISS NextGen Templates.
    See the following article for detailed instruction: Creating a Template from a Word File | Upload a Microsoft Word Template.

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