Template Documents are created within MS Word and utilise the Mail merge functionality, therefore the first step in creating this type of document for use on your etz Comply Documents module is to extract a ‘recipient list’ of merge fields for use in the template document.
Example Recipient List
As documents must be attached on an entity on the system, you will need to decide which of these is relevant to the document template you wish to create:
For example, if your document is Assignment specific then it would be most appropriate to use that recipient list and it should contain every variable you would need relating to the assignment. Alternatively if your document relates to suppliers then it would make sense to use those available fields from the Supplier list.
To extract a recipient list, click on the pencil select icon:
Next you must select an example record from the entity list and this will assist you in applying the relevant fields to your document template.
Click Download Excel and then open the document.
The headings contained within Row 1 on the Excel file are the merge fields we will use within your Template document:Save the recipient list for use within your Word template document in the next stage of the process.
Creating a Template Document using MS Word
The next stage in creating a template is to open your document (or create one if you do not already have a suitable document) within Word and click the ‘Mailings’ tab:
Next click Select Recipients then select the option to ‘Use Existing List’ and browse to select the recipient list extracted from Etz:
Now you have attached your Word template document to the source field list you will be able to click ‘Insert Merge Field’ to select each field you wish to incorporate into the document:
Continue inserting the merge fields until you have everything you need in the template document. Save this document in a secure place ready for the next stage of creating a suitable Document Type within Etz for this template (specifically for information on how to create template documents refer to the section on Signing Document Types).
We have a number of ‘Custom’ fields that can be enabled on your site for use with etz Comply Documents. These fields are available in the following main entity areas:
• Client Entry
• Supplier Entry
• Candidate Entry
• Assignment Entry
Please see our article Custom Text Fields for more information and how to enable Custom Text.