Generating a document from a template
How templates and merge fields work, how a document is generated, and how sensitive documents are handled.
Last reviewed
Generate a document by choosing a template and the person or thing it is about. The template's merge fields are filled from the real record, so a certificate or letter carries the right details without retyping, and a versioned copy is kept.
Templates and merge fields
A template is a document with merge fields where the details go, a student's name, a course, a date. The fields come from a single registry, so they always resolve to the same real values wherever they are used. Save a template once and it is available to generate from whenever you need it.
Generating
- Open Templates & documents.
- Choose the template and the record it is about.
- Generate. The merge fields fill from the record, and the generated document is kept as a versioned record against that person or thing.
Because the document is generated from live data, it reflects the record as it stood when you made it, and that version is preserved.
Sensitivity and access
Documents carry a sensitivity, and who can see one follows from that and from your roles. A sensitive document is not visible to everyone simply because they can open the person's record. Some documents also run through a request, record, approve or reject workflow, so an issued document has a clear trail of who approved it.