Create a Document Template with Mail Merge Codes

  • Updated

This how-to guide explains how to create and upload a customised Document Template using mail merge codes to automatically pull data from modules like Contracts or Procurement Plans. You should use this when you need a standardised document that automatically populates with up-to-date data from the system.

Prerequisites

You must have the appropriate user role or permissions to access and manage Document Templates within the system's settings.

Concepts: What are Mail Merge Codes?

Mail merge codes (e.g., {{Contract Title}}, {{Contract Start Date}}) are placeholders in your document templates. The system automatically replaces these codes with the actual data from the corresponding record (like a Contract or Procurement Plan) when the document is generated.

Steps

Follow these steps to create, insert codes into, and upload your custom template:

1. Access the Document Templates Management Area

You can access the Document Templates area in a few ways:

  • Look for a Templates tile on your Home screen.

  • Navigate to any module's settings page, click on the page title, and select Settings - Templates.

  • In various places throughout the modules where Document Templates are used, look for a manage templates link (if you have access).

2. Prepare Your Template and Codes

  1. Download the list of available codes: Click Download Merge Codes under Your Custom Templates to get a document with the complete list of available codes.

  2. Open your document: Open the document you want to use as your template in a word processor or template editor. (Optional: If you don't have a template to start with, you can click Download Template under VendorPanel Default Template to use an existing one) .

3. Insert Mail Merge Codes into the Template

  1. Identify sections: Find the specific locations in your document where you want system information to appear.

  2. Insert the codes: Copy the mail merge codes from the downloaded list and paste them directly into the desired locations in your document.

    • Example: To show the contract title, paste {{Contract Title}} at the top of the document.

4. Upload the Template to the System

  1. Save your document with the inserted codes.

  2. In the Document Templates management area, click Attached Document under Your Custom Templates.

  3. Select the document to upload it to the system.

Results / Validation: Using the Generated Template

Once uploaded, you can use the template in your workflow.

  1. Select a Template: When prompted to use a Document Template, if multiple documents exist, select the one you want from the dropdown list.

  2. Generate Document: Click Generate.

  3. Verify: The system will create a draft document, and all relevant data from your record will automatically replace the mail merge codes with the actual values.

Limits & Notes

  • Multiple Templates: You can create and upload multiple templates for different document types (e.g., Contract Types, Procurement Plans, Evaluations).

  • Multiple Documents: You can upload as many documents to a template as you want. When using the template, you will be able to select one from a dropdown menu if multiple exist.