JungleDocs 365 | Configuring Word templates
In this tutorial for JungleDocs 365 you will learn:
- What document templates are
- What does a JungleDocs template look
- How to configure templates
- How to add templates to JungleDocs rules
What are document templates?
Document templates form the foundation for the documents you create using JungleDocs 365. Templates consist of both static and dynamic content. This means that the templates contain some content that is always there (such as logo's, address details, Terms and Conditions etc.), and some open spaces that can later be filled with dynamic content.
These open or empty spaces contain content controls/placeholders. You use JungleDocs 365 to fill these blank spaces (content controls / placeholders) with data from your SharePoint and other documents.
- When these blocks contain a lot of information and come from several smaller documents, these are called
- When these blocks are small bits of metadata such a name of a person you are addressing in a letter (Dear [First name], for example) these are called Placeholders/Content Controls.
Things to know about document templates:
- They are assigned to rules
- They form the foundation for the documents you create using JungleDocs 365
- They can be either Word, Excel or PowerPoint files
- They contain both static and dynamic content
- They contain content controls
What does a JungleDocs template look like?
JungleDocs needs to know where exactly to place the data from your SharePoint in your document template. To let JungleDocs fill documents correctly, you will add content controls (placeholders) to the template. Document templates consist of both static content and dynamic content. Static content is content that is always there and does not change. Dynamic content is that what changes for each version of a document.
Static content, is content that is always part of a document and that doesn't change for each document. Static content could be: address details, lay-out, company logo etc. The image below shows the static content for a template document for a Quote.
Dynamic content are those part of a document that get filled in later and are different for each document. In case of a Quote this could be the product the client is interested in, the client's details, price, invoice number, salesperson, description etc. In the image below the dynamic content was automatically added to the document template by using JungleDocs 365.
How to add dynamic content to a static template?
To let JungleDocs 365 add dynamic content into a static document template you will need to add content controls to it. You will enter a formula in each content control, this will tells JungleDocs from which SharePoint list to gather the data. In the below image you can see where content controls are placed in the document, and some of the formulas used.
Note: Read more about content controls and how to use them in the below section.
How to configure a document template?
JungleDocs needs to know where exactly to place the data from your SharePoint in your document template. To let JungleDocs fill documents correctly, you will add content controls (placeholders) to the template.
Content control example
'Dear [First name]' - When running the JungleDocs rule [First name] will be replaced by the name of the person you have selected in your SharePoint.
How to add Content Controls to a template
- Open your Word template (docx) in Microsoft Word.
- If you haven't done so yet, turn on the Developer ribbon in Word.
File -> Options -> Customize Ribbon -> Check “Developer” -> OK.
- Insert a Content Control into your document template. There are three types of content controls to choose from. These can be found in the developer tab.
Plain Text Content Control
Can only contain plain text. You can't select specific formatting for this content control; it copies the formatting used around it. This is the content control you will use most often for plain texts and simple placeholders (such as First name).
Rich Text Content Control
Can contain custom formatted text or other items, such as tables, pictures, or other content controls. You would use this content control if you want to include a table, pictures, or other content controls. This data can also be formatted specifically inside this content control. You would use this for example if this content control contains a date and you want the year to be a different font than the month.
Picture Content Control
Can be filled with a single picture You would use this content control just for the inclusion of pictures.
- Once you have placed the content control. Open the Control Properties.
- Enter the Tag field value. The tag field is used to specify a formula for JungleDocs (field name, lookup field name, formula or JungleDocs function).
For example, enter [First name] to let JungleDocs enter the first name of the person your business letter is addressed to.
- Enter the rest of the information/extra content controls for your document.
- Save the template and add it to your JungleDocs rule (scroll down to learn how to do this).
- When running the rule you assigned the template to, the generated document would look something like this:
Download a sample document template
You can download a sample document via the button below which contains a set of content controls. You can copy these content controls into your own document template. Just make sure you change the functions/formula's so that they match your SharePoint lists.
How to add templates to JungleDocs rules?
You can either update a new template to you a rule, or edit the template that is already assigned to it.
Modifying an existing rule
- To modify existing document templates, navigate to the source list/library that you will use to create your documents and reports and launch JungleDocs 365. Now select the rule you want to edit the template for. Click on the drop-down menu arrow and click Edit rule.
- Now select Edit document template. This will prompt the template to open in Word.
Modifying a new rule
1. To modify a template when creating a rule, first start by creating the rule. Then when configuring the rule you can select Custom template to upload a new template, or select Edit template to edit the existing one.