Document templates allow you to generate a document for a record that automatically populates with data from your GivingData site. This allows you to produce frequently generated documents more efficiently, while including customized information in the document. Once generated, the documents can be downloaded or sent as an email attachment.
Common uses for document templates include:
- Grant agreements
- Award letters
- Declination letters
- Grant write-ups
In order to create and use document templates, document storage must be configured in your GivingData site. This can be either GivingData Cloud or the integration with Box or OneDrive.
In addition, the GivingData Add-In for Microsoft Word must be installed in order to create a document template. Refer to the Microsoft Word Add-In: Integration Checklist for setup instructions.
Create a Document Template
Prepare the Template in Microsoft Word
The first step is to prepare the templated content (e.g. the award letter) in Microsoft Word. Next, add GivingData merge fields that will populate data when generating a document using the template.
- Prepare the document in Microsoft Word to use as the merge template.
- Open the GivingData Add-In for Microsoft Word.
- Select the template type.
- This is the type of record for which this template will be used to generate documents.
- The available merge fields that then display depend upon the type of record selected. Refer to Data Structure for additional details and context.
- Highlight text in the document to replace with a merge field, or place your cursor where you want the merge field to appear.
- Click a merge field, and then click Add Mergefield.
- Repeat steps 4 and 5 until all the desired merge fields are added in the document.
- Save the document on your computer.
Add the Template in GivingData
- Click the gear icon in the navigation menu.
- Click Documents.
- Click Document Templates.
- Click Add New Document Template.
- Select the Object Type for which this template will be used.
- For example, selecting Request means this template will be available when generating a document on a request record.
- For example, selecting Request means this template will be available when generating a document on a request record.
- Complete the fields, and then click Save.
- File - Select the document template file from your computer.
- Template Name - Enter a name for the template. This also becomes the default title for documents generated using this template.
-
Document Type - Select the default document type for documents generated using this template. Available document types are configured in Admin Tools & Settings.
Generate a Document from a Document Template
Once a document template is created, it can be used to generate a document on a record.
- Navigate to the record, and then click the Documents tab.
- Click Add New Document, and then click From Word Template.
- Depending upon the record type, a prompt appears to select the record to which this document will be assigned.
- Complete the applicable fields, and then click Save.
- Select a Word Template - Select the document template from which to generate the document. Available templates are those that match the record type.
- Title - Edit the default title for the document as necessary.
- Type - Edit the default document type for the document as necessary.
- Notes - Optionally enter notes related to the document. These are visible when viewing the document properties.
-
Filename - Edit the default file name for the document as necessary.
Manage Document Templates
Navigate to the Documents page in Admin Tools & Settings to manage existing document templates.
- Click the gear icon in the navigation menu.
- Click Documents.
- Click Document Templates.
Several options are available to manage document templates.
- Click the dropdown icon next to a template, and then click Edit properties to edit the template title or document type.
- Click the dropdown icon next to a template, and then click Upload a New Version of this Document Template to replace the existing version with an updated version.
- Click the dropdown icon next to a template, and then click Download this Document Template to download the template. It can then be edited and uploaded again as needed.
- If your site is configured with the OneDrive or Box integration, the template can be opened and edited directly without downloading and reuploading. GivingData Document Management and Linking Options Overview provides more information and context.
- If your site is configured with the OneDrive or Box integration, the template can be opened and edited directly without downloading and reuploading. GivingData Document Management and Linking Options Overview provides more information and context.
- Click the dropdown icon next to a template, and then click Set as Inactive to deactivate it.
- Inactive templates do not appear in the available list when generating document templates. Inactive templates are hidden by default on the Document Settings page but can be revealed by checking the box for Include Inactive Document Templates.
- Inactive templates do not appear in the available list when generating document templates. Inactive templates are hidden by default on the Document Settings page but can be revealed by checking the box for Include Inactive Document Templates.
- Click the trash can icon next to a template to delete it.
- A document template can only be deleted once all documents generated using the template have been deleted.
- A document template can only be deleted once all documents generated using the template have been deleted.