Creating and using document templates

How to create and use document templates

You've no doubt found yourself having to draft a contract or other document when a person makes a booking in your space or purchases a product. Instead of having to write this document every time you need it, you can use the Document Templates in Nexudus.

This feature lets you create documents with dynamic data that is directly lifted from the data in your Nexudus account. For example, you could set up a contract for booking an events room that includes fields such as the member's name, date, time and total booking price. Using a template, you can quickly export the document and amend it in your preferred text editor.‌

The Nexudus platform comes with a fully-featured Microsoft Word editor that will enable you to produce pixel-perfect documents based on the data of your proposals, bookings or customers.

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Build-in Web-editor
 

You can locate the Document Templates section in the CRM module.

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Link to document templates
 

To set up a document template

  1. If the side menu is not visible, click .

  2. In the side menu, click CRM, then click Document Templates.

  3. Click Add document template.

  4. Complete the required fields (see the table below for a description of each reminder option).

  5. Click Save.

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Adding a new document template
 

Option

Description

Template name

Enter a name for the template.

Location

If you manage more than one space from your Nexudus account, select from the drop-down list the location of the space that is going to use the document template

Output Format

Unless you have a specific reason to use HTML or RTF, choose "Microsoft Word". This format will give you the most flexibility when it comes to the design of the document.

Microsoft Word Document If you have an existing Microsoft Word Document that would like to use as a base for the new template, you can upload it here.

Previewing a document template

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Previewing a document template
 
  1. If the side menu is not visible, click .

  2. In the side menu, click CRM, then click Document template.

  3. In the list of templates, click the name of the one to preview.

  4. In the More options box, click Preview. Your browser opens the document using your word processor.

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Download a preview of your document
 
Your browser may block the opening of the template. You should be able to override this behaviour in your browser settings.‌
 

To edit a document template

  1. If the side menu is not visible, click .

  2. In the side menu, click CRM, then click Document template.

  3. In the list of templates, click the name of the one to edit.

  4. Make the necessary changes (see more details below).

  5. Click Save changes.

Depending on the format of your document template (RTF, HTML or Word), you do edits differently.

For Word documents, you should click "Launch Template Editor"

image__7_.pngLaunching Template Editor  
 

For HTML and RTF documents, you can use the in-line editor below.

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Editing a document template

To delete a document template 

  IMPORTANT: This action is irreversible, so you must make sure you really want to delete the document template.‌ 
  1. If the side menu is not visible, click .

  2. In the side menu, click CRM, then click Document template.

  3. At the end of the template you want to delete, click . A pop-out menu is displayed.

Click Delete. 

  There is also a Delete button at the bottom of the template editing page.

Merge Fields

Merged fields allow you inject data from customers, bookings and proposals into your document templates. 
 
If you are using document templates with Microsoft Word output format, you can use merge fields to pull information into those documents based on the details of your customers, bookings and proposals.

To insert a merged field, open the template editor for one of your document templates and follow these steps:

Make sure the "master table" for the document is set to "Coworkers".

  1. Clicking on "DATA" in the ribbon bar

  2. Click on "Select Master Table"

  3. Select "Coworkers"
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Coworkers Merge Field
 

To insert a merge field

  1. Select the location in the document where to insert the merged field.

  2. Click on "Insert Merge Field" and find the field name you would like to insert.

    3.  Click on the field name to insert into the document.
image__9_.pngInserting a Merge Field 
 

Save the document using the "File" menu.

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Saving a Merge Field

Available Merge Fields

Document templates can be used to generate documents based on the data from customers, bookings and proposals. Depending on the record you use to generate the document different data would be available in the template.

Customer data

Documents generated for customers, bookings and proposals have access to customer data. This is always set as the "Master table" for documents. Customer merge fields are available directly in the "Insert Merge Field" menu.

If the booking you are generating a document for has no associated customers, customer data will not be available when generating the document.

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Customer Merge Fields

Contract Data

Contract data is available do documents generated for customers, bookings and proposals. To access Bookings merge fields, click on "Insert Merge Field" and scroll all the way down to "ActiveContracts" or "NewContracts".
 
  • "ActiveContracts" is data for any contract that is already active or past their start date.

  • "NewContracts" are contracts, active or not, for which you have not yet issued any invoices.

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Active Contracts Data
 

Recurrent Products

Recurrent product data is available for documents generated for a customer or a proposal. To access Bookings merge fields, click on "Insert Merge Field" and scroll all the way down to "RecurrentProducts".

"RecurrentProducts" are those products you have added to a customer and marked as to repeat following the main contract cycle, daily, weekly, monthly or yearly.

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Recurrent Product Data 

Booking Data

Booking data is available to documents generated for a booking. To access Bookings merge fields, click on "Insert Merge Field" and scroll all the way down to "Bookings"

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Booking Data

Proposal Data

Proposal data is available to documents generated for a proposal or for a customer. The main difference is that, when generated for a customer, all proposals for that customer will be available while, when generated for a proposal, only data for that proposal will be made available to the document.

Formatting Merge Fields

For dates and numbers fields, for example, when showing the price of a contract or the start date for contracts, you may want to format these based on your local formatting rules.

Right-click on any merge field and click on Field Properties.

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Field Properties 
 

Use the Numeric Format or Date / Time Format fields to provide a format expression.

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Merge Field Options

Dates:

Use yyyy for year, MM for month and dd for day. For example yyyy/MM/dd or yyyy-MM-dd.

Numbers

Use 0.00 to format numbers with 2 decimal points.

For advanced formatting expression, check this and this articles for dates and this and this articles for numbers.

Generating documents using document templates

How to generate a document from a template

Once you've added document templates, you can use them to generate documents, for example to create proposals to send to potential customers.

There are several places in your Nexudus Spaces account where you can generate documents from templates, specifically:

  • Bookings

  • Contracts

  • Proposals

  • Customers

To generate a document from member/contact lists

  1. If the side menu is not visible, click .

  2. In the side menu, click Operations, then click Members & Contacts.

  3. From any member or contact list, do one of the following:

    • Move your pointer to the left of one or more names and select the check-box that is displayed. A pop-out menu is displayed.

    • At the end of the name, click . A pop-out menu is displayed.

  4. On either pop-out menu, click Generate Document.

  5. On the page that is displayed, select a document template to use.

  6. Click Continue. Your browser opens the document in your word processing software.

  Your browser may block the opening of the document. You should be able to override this behaviour in your browser settings.
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Generating a document from the Customers list
 

Number

Description

1

In the side menu, click Operations, then click Members & Contacts

2

The More options button

3

The Generate Document command

 

To generate a document from within a booking record

  1. If the side menu is not visible, click .

  2. In the side menu, click Operations, then click Bookings Calendar.

  3. Locate and click the booking from which you want to generate a document.

  4. Click More options, and select Generate Document.

  5. On the page that is displayed, select a document template to use.

  6. Click Continue. Your browser opens the document using your word processor.

Your browser may block the opening of the document. You should be able to override this behaviour in your browser settings.

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Generating a document from a booking
 

Number

Description

1

The More options command

2

The Generate Document command

To generate a document for a proposal

The proposal can have two documents in them. A proposal "document to send" and a proposal "document to sign". The first document is meant to outline the general terms of the proposal to the customer while the second one will be sent to the customer accepting the proposal so they can e-sign it.

  1. If the side menu is not visible, click .

  2. In the side menu, click CRM, then click Proposals.

  3. Locate and select the proposal to generate the document for

  4. Click on "Generate document to sign" or "General proposal document".

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Generating a proposal document to sign 

 

Your browser may block the opening of the document. You should be able to override this behaviour in your browser settings.

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