Creating a Tagged Word Document Template

How to Create a Tagged Word Document Template

This document explains how to create a Tagged Word Document Template which allows you to build and automatically populate any Microsoft Office Word 2007/2010/2013 (for Windows) document direct from TrackerRMS via the normal template process.

The creation process covers the following key steps which are explained in more detail in the sections below:

STEP 1: Work out which tags to insert

STEP 2: Inserting the tags into your Word Document

STEP 3: Uploading your Word Document to TrackerRMS

STEP 4: Linking your Word Document to a Template

STEP 5: Testing your Word Document populates correctly

Please ensure you follow these instruction carefully and specifically that the tag names are entered with the exact spelling from TrackerRMS so as to ensure all tagged fields are populated correctly.

1. Work out which tags to insert

The first step is to work out the association you wish to use for your Word Document and for this you will use the same logic as you would for any standard template created in TrackerRMS.

For example, if your Word Document is a Sales Contract containing details about the Client and the Sales information about an Opportunity then the association will be Opportunity.

For a list of all available standard template tags, please see the table at the foot of this page. Custom fields can also be inserted into your Word Document and details of this are covered in the next step.

Once you have decided on the most appropriate association you can start adding the relevant tags to your Word Document.

2. Inserting the tags into your Word Document

To insert the template tags into your Word Document, first open the Word Document in Microsoft Word 2007 / 2010 or 2013 and check that you have access to the Developer ribbon bar located to the right of the ribbon bar tabs (see below).

If you do not see this in your Ribbon bar tabs, you can access it by clicking the Office Button in the top left hand corner of your Word application, clicking the Word Options button towards the bottom of the menu and then placing a tick next to the option stated Show the Developer tab in the Ribbon. Then click OK.

N.B. For later versions of Word, click File menu then Options. Select Customize Ribbon and in the right hand box, check the Developer option. Click OK.

The Developer Ribbon bar gives you all the tools you need to insert tags into your Word Document and the only buttons you will be using are:

  • Insert a plain text content control
  • Properties window (to set the name and options for the new tag)

First things first, create the basis of the Word Document into which you will be inserting your tags, for example this one below will be associated to Opportunity where XXX will be where we want to place custom tags from the Opportunity record from TrackerRMS.

To insert a new tag into your Word Document, place the cursor in the document where you want the tag to appear (in this case we will highlight the XXX) and click the “Insert plain text content control” button in the Controls section on the Developer Ribbon bar (you will need to hover over the buttons to see the descriptions and select the correct one). This will create a new tag as follows with the highlighted text inside. Don’t worry about the text inside the tag, this will be replaced.

Once created, then click on the Properties button on the Developer Ribbon bar (underneath the Design Mode button) to open the Content Control Properties window.

Enter the following details and settings into the Content Control Properties window:

  • Enter the template tag name in the Title box (the Tag field will set itself automatically)
  • Place a tick next to the Allow carriage returns if the information from TrackerRMS will contains multiple paragraphs of text
  • Then click OK and that’s it!

This will update the details of the tag in the document so that you can see what information will be included.

Continue to enter each of the template tags in the same way as above until all fields have been completed, then save your Word Document to your PC ready to upload to TrackerRMS.

Custom Fields

For Custom Fields, enter the name of the Custom Field in the format Custom [Custom Field Name] for example Custom Companies House Number.

3. Uploading your Word Document to TrackerRMS

Once your Word Document is ready, open TrackerRMS and click Tools in the top right hand corner, then click Document Library within the Collaboration tools group. Click the New Online Form button to upload your Word Document to the Document Library.

Locate the Word Document from your PC and upload the document to one of your Document Library Folders.

4. Linking your Word Document to a Template

Once uploaded to the Document Library you need to link the Word Document to a Template that can be selected within the record (in this example an Opportunity). Click on Tools in the top right hand corner and then click the Standard Templates option within the Customisation tools group. Then click on the New Template button to create a new Template.

When the Template form pops up, complete the Template details by entering the Template Name, setting the Association (in this example to Opportunity), select the Template Folder and a Template Type of Word 2007/2010 File (docx). Then select the uploaded Word Document from the drop down list to link the Word Document to the Template.

Click Save & Continue, then click Save & Close to save the new template to the standard templates library.

5. Testing your Word Document populates correctly

To ensure that your new Template Word Document populates correctly, open an associated record and click Send a Template on the touchbar. Select the Template from the drop down lists.

Then click the Preview button to generate the template where you will be prompted to Open or Save the new populated Word Document. You can now close the Send Template window as prompted.

Open the document and check that the fields have been populated as expected. Any corrections can be made by retracing and following the steps above.