- Welcome to the Knowledge Base
- Introduction to Workbooks
- Using the Knowledge Base
- Editions & Licensing
- Logging In
- Supported browsers
- Landing Pages
- HTML Editor
- Welcome Messages & Bulletins
- Exporting Data
- Multi Language
- Notifications & Reminders
- Workbooks on Mobiles and Tablets
- Introduction to Cases
- Displaying & Adding Cases
- Managing Cases
- Custom Fields
- Case Portal Configuration
- Case Portal Additional Features
- Using the Case Portal
- Forecasts & Quotas
- Introduction to Importing
- Preparing your Import Data
- Workbooks Import Wizard
- Managing your Imports
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Upload Library
- Using HubSpot with Workbooks
- Introduction to Event Management
- Enabling the Event Management Module
- Using Event Records
- The Event Management Portal
- On The Day Registration App
- Setup On the Day Registration App
- Compliance Records
- Introduction to GatorMail
- Managing your GatorMail Account
- GatorMail Configuration
- Creating Emails in GatorMail
- Sending Emails in GatorMail
- Gator Smart Forms
- GatorMail - Dynamic Content
GatorLeads / Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
Electronic Signing Tools
- DocuSign Functionality
- Setting up the DocuSign Integration
- DocuSign - Worked Examples
- DocuSign - Reporting
- Adobe Sign Integration
- Docusign Integration
- Creditsafe Integration
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Dropbox
- Workbooks Exchange Server Sync
Workbooks Outlook Connector
- Introduction to the Outlook Connector
- Before downloading the Outlook Connector
- Download/update the Outlook Connector
- Installing the Outlook Connector
- Using the Outlook Connector
- Outlook Connector Troubleshooting
Event & Webinar Integration Tools
- Create/Update & Cancel Webinars from Events
- Event Attendees as Webinar Registrants
- Event Speakers as Webinar Panelists
- Retrieve Webinar Data
- Authentication with ON24
- Create Webcasts from Events
- Event Attendees as Webcast Registrants
- Retrieve Webcast Data
- Retrieve Survey Data
- Engagement Hub Interactions
- Azure Active Directory
- Power BI
- Outreach Authentication
- Sync People to Outreach Prospects
- Sync Organisations to Outreach Accounts
- Sync Workbooks Opportunities to Outreach
- Sync Outreach Tasks/Calls/Meetings to Workbooks
- Sync Deleted Workbooks Records
- Outreach Email Events to Online Activities
- Scribe/Workbooks Connector
People & Organisations
- Introduction to People & Organisations
- De-duplication and Merge
- Using Postcode Lookup
- Data Enrichment
- Introduction to Reporting
- Reporting Explained
- Displaying reports within Record Views
- Displaying Reports
- Adding a Report view to a Dashboard
- Exporting Reports
- Advanced Reporting
- Introduction to Transaction Documents
- Credit Notes
- Customer Orders
- Supplier Orders
- Contract Management
- Introduction to System Administration
Users & Security
- User Groups
- Account Settings
- Licences & Modules
Email & Integration
- Email Settings
- API Keys
- Web to Case and Web to Lead
- Preference Centre
- MailChimp, Constant Contact & dotMailer
- Bank Account Validation
- Creating & Modifying Picklists
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- PDF Configuration
- Contact Support
Releases & Roadmap
- June 2021 Release
- March 2021 Release
- December 2020 Release
- September 2020 Release
- April 2020 Release
- January 2020 Release
- September 2019 Release
- February 2019 - Event Management Release
- January 2019 Release
- October 2018 Release
- May 2018 Release
- February 2018 Release
- January 2018 Release
- November 2017 Release
- September 2017 Release
- June 2017 Release
- March 2017 Release
- December 2016 Release
- August 2016 Release
- January 2016 Release
- Workbooks Glossary
Creating Word Add-in Templates
Please watch the below video, or read on, for how to set up and use the Word Add-in within Workbooks.
There are three key parts to setting up and creating Word templates with Workbooks:
- Word Template, which should be designed in MS Word
- This could be a templated letter with one or two placeholders for names and addresses, or it could be an Invoice document with a Line Item table and with placeholders for the Payment Date, Payment Terms and other Invoice details.
- The data source, which is determined using a Workbooks report. This can be based on a Workbooks template report or you can create a new report
- The Workbooks report must include all the fields that will be used within your Word Template and be accessible to any user using the template(s) linked to the report.
- Linking the Word template and data from the report, which is done by creating a template in Workbooks
- This will bind the report created in Workbooks and the Word Template together, which allows the Word Document to be generated from the specific record in Workbooks.
1. Designing the Word Template
To get you started, we have created some example templates, which can be found here.
You should start out by building out the layout of your document – we recommend using tables to create the structure.
NOTE: use unformatted tables so that everything is aligned and consistent throughout. Further details on this can be found on the Tips and Tricks page here.
Then add in your text - your Word template will consist a combination of fixed text, like field labels or column headers, and data that will be pulled from Workbooks, like customer details or invoice amounts. In place of where you want data to be pulled in from Workbooks, you will need to add in placeholders. These should be the name of the field that you want to be mapped, between square brackets, like so:
Here is an example of what the header of an Invoice Word Template would look like with placeholders added:
From this, you can see that not only are there placeholders to pull in details from the Invoice like Invoice Reference and Invoice Date, but also the Own Organisation details, so that if you have multiple Own Organisations, the correct details will be pulled through, instead of requiring multiple templates. Placeholders need to be configured slightly differently for images or for HTML/Rich Text fields.
NOTE: for more guidance on building Word Templates you can review our Tips & Tricks page
Adding Image Placeholders
The Word Add-In allows you to pull images from Workbooks into your template. For example, as part of your Line Items table you may want to pull through product images to show customers what they have purchased, or you may want to pull in a different header logo for your different Own Organisations. To do this, the placeholder requires additional parameters inside the square brackets.
The placeholder is formed of the name of the field the image is pulled from, followed by ‘@image’ so that the Word Add-In knows to display the image and not just the image file name or URL. You can also specify the dimensions of the picture, for example:
- You can specify the width of an image as 100px using [Picture file@image, 100x] or,
- You can specify the height of an image as 200px using [Picture file@image, x200] or,
- You can specify both dimensions using [Picture file@image, 100x200].
HTML / Rich Text Placeholders
If you have Rich Text fields on your records, then in order for the text formatting to be pulled through into your Template, like bold or highlighted text, the placeholder requires an additional parameter. The placeholder is formed of the name of the field the text is pulled from, followed by ‘@html’:
Line Item Tables / Iterating Tables
The Word Add-In will support one table that iterates to produce multiple rows. The most common use of this would be to add Transaction Line Items to a document, but could also be used anywhere you have multiple records related to your header record, like Activities related to Cases, or People related to Organisations.
To do this, your Template needs to contain a table with one header row, and a second row for the data that will iterate. The second row should contain the placeholders; for example, if building a Line Item table, it might look like the following:
When this Template is generated from Workbooks, the second row will then be repeated as many times as there are line items to produce the following:
Binding your Template
Once you have created your Template design you will need to bind the template, this is only possible once the Word Add-in has been setup and deployed.
Before binding the template click ‘Login to Workbooks’, which will open a dialog box where you can log into Workbooks using your usual credentials and select the database you want to login to.
Note: you can log in using Microsoft or Google to Workbooks if this is your normal login method.
Once you are logged in your username and database will appear above the Bind Template button.
Note: If you are binding templates that contain Line Item tables you will need to select the entire table before pressing bind template. If you don't do this, only the first line in the table will be pulled through to the document.
Now you can bind the template through the bind template button. You should now see a success message appear in the Add-in.
Additionally, if you hover over a placeholder you will see a Word content control tag associated with them such as below:
Note: If you want to amend the template, remove the bindings before making any amendments.
Once you are happy with the Template, save the document as a .docx file, as you’ll need to upload it to Workbooks later.
Creating the Workbooks Report
The report is the mechanism that passes the data into the templates. Mostly the report will just need to be a simple list report that has columns for each of the fields that you would like in your template, but you can add in calculated columns and drill through to related record types.
When creating the Report for the Word Add-in you will need to ensure the below:
- On the Report View that will be used in the Template there is a column for the Record’s Id. If you have built a Line Item Report, you will need to include the Document Id, not the Line Item Id.
- The Report is shared with all the Users that will have Read access to the Word Template; this is controlled through the Padlock Icon.
- The Column names within the Report need to have exactly the same spelling as the merge fields in your Word Template. They do not need to be a case sensitive match but look out for spelling and additional spaces.
- Consider carefully any criteria you apply to the Report, if a record does not appear in the Report you will be unable to create a Word document for it.
Once the Report has been created you are now able to bring this together with the template.
Note: for more guidance on building Word Templates you can review our Tips & Tricks page
Creating the Template within Workbooks
Once you have created the Report and the Word Template Document you are ready to bring the two together within Workbooks.
To do this you will first need to go to either Start > Marketing > Templates > New Template, alternatively System Admins will be able to go from Start > Configuration > Templates > New Template. From either option select A Word template.
Next select the record type you want the Word template to use.
This will open a new window where you will need to provide additional details to configure the Template:
Name: The name of the Word Template as it will appear to users.
Template Categories: Selecting a Template Category means that this can only appear on Form Layouts with the same template category – leaving this blank means that it will appear on all form layouts.
Document Template: The word document file that you have configured – remember this must a be a .docx file
Report: The name of the Report used with your template
View: The name of the view that contains all the columns used within your template
Document Id Column: The name of the column that specifies the Record’s Id.
Note: Document Template files that are uploaded will be stored in the template so these can be re-downloaded and edited as needed for easy maintenance.
When the fields have been configured be sure to set up the Sharing Permissions for the Template using the sharing padlock at the top of the page. Typically, we’d recommend giving Read access to the relevant users and only those users that have the Template shared with them will be able to access it on the Record.
Once you have set this up, select the Activate button at the top of the Template.
Now when you open a Record of that type you will see a Generate Word button along the toolbar next to the Generate PDF button, here you will be able to select any available Word Document.