Skip to main content

Edit a Document Template in Word

Updated

What this does: Copies, opens and edits a document generation template, such as your invoice template, in Microsoft Word on a PC or a Mac.

Applies to: GrowthZone staff with access to Settings. You need Microsoft Word. Don't open templates in Google Docs, because that breaks the merge fields.

Before you start: Templates are at Settings, General section, Document Generation Templates. Copy a system default template before you edit it.

Time needed: 10 to 20 minutes.

On a PC

Before You Begin:

  • You MUST have Microsoft Word installed to edit a document template. Do not upload the document into Google Docs and download it again; this breaks the coding/merge fields!
  • Staff access to document generation settings.
  • Your GrowthZone login credentials (or, for customers switched to Fusion Auth, your Fusion Auth login or Authentication code).
  1. Click Settings in the left-hand rail.
  2. Click Document Generation Templates in the General section. A list of existing templates will be displayed.
    • Customers who have been switched to Fusion Auth for login authentication will now be authenticated into Microsoft Word using their Fusion Auth login instead of their old GrowthZone login. For customers using Fusion Auth, clicking “Edit Template Document” on any document will either open the document in Word automatically or prompt you for your authentication code.
  3. If the template is a system default template:
    • You will need to make a copy to open it. Click the ellipsis to the left of the document template you’d like to view or edit and select Copy Document Generation Template.
      The ••• actions icon on a template row, cropped tight and boxed
      The ••• menu on an original template row — Copy Document Generation Template and Merge Fields only — with Copy Document Generation Template highlighted
    • The system will display a green Success! message in the upper-right corner, and a clickable copy of the invoice template will then be available in the list of templates.
    • Best practice: click the name of the copied invoice template (usually “Copy of Invoice.docx”) and rename it with something descriptive and unique.
  4. Once the template has already been copied OR is a previously customized template, click the ellipsis to the right of the document and select Edit Template Document.
    The ••• actions icon on the copied template row, cropped tight and boxed
    The ••• menu on a copied template row with Edit Template Document highlighted
  5. The Open Word? dialog box may be displayed.
  6. Click the Open Word button (you may enable the “Always allow” option if you like). You will be taken to the document editor login. Enter your GrowthZone username and password to launch the document.
  7. Enable editing of the document.
  8. Complete your edits to the document and save your changes. Save and close the Word document; this automatically updates the document template in GrowthZone.
  9. You will now be able to use or select this template as needed in GrowthZone.

The above steps work for copying/editing any document generation template type.

Alternate Steps

If the above steps are not successful, an alternate method is to download the template, edit it, and then re-upload it.

  1. Click Settings in the left-hand rail.
  2. Click Document Generation Templates in the General section. A list of existing templates will be displayed.
    • Customers who have been switched to Fusion Auth for login authentication will now be authenticated into Microsoft Word using their Fusion Auth login instead of their old GrowthZone login. For customers using Fusion Auth, clicking “Edit Template Document” on any document will either open the document in Word automatically or prompt you for your authentication code.
  3. If the template is a system default template:
    • You will need to make a copy of the template in order to open it. Click the ellipsis to the left of the document template you’d like to view or edit and select Copy Document Generation Template.
      The ••• actions icon on a template row, cropped tight and boxed
      The ••• menu on a copied template row with Copy Document Generation Template highlighted
    • The system will display a green Success! message in the upper right corner and a clickable copy of the invoice template will then be available in the list of templates.
    • Best practice: click the name of the copied invoice template (usually “Copy of (template name).docx”) and rename it with something descriptive and unique.
  4. Choose to Download File. Then edit it in your own program. When updated as you desire, click the template name in the Name column. Click Choose File. Locate your newly updated document and select it as the file to be uploaded. Click Done.
    The Edit Document Generation Template window showing the Existing File line and the Choose File control, with Done boxed

Common pitfalls

  • Round-tripping through Google Docs: Do not upload the document into Google Docs and download it again — this breaks the coding/merge fields. Only edit in Microsoft Word.
  • Editing a system default template directly: System default templates cannot be opened for editing. Make a copy first, rename it descriptively, and edit the copy. The menu enforces this: on an original template the ••• menu offers only Copy Document Generation Template and Merge Fields. Download File and Edit Template Document appear only once you are on a copy.

On a Mac

Before You Begin:

  • You need staff access to Settings and permission to manage Document Generation Templates.
  • Microsoft Word installed on your Mac to open and edit downloaded template files.
  • Customers switched to Fusion Auth for login authentication will authenticate into Microsoft Word using their Fusion Auth login instead of their old GrowthZone login.
  1. Click Settings in the left-hand rail.
  2. Click Document Generation Templates in the General section. A list of existing templates will be displayed.
    Customers who have been switched to Fusion Auth for login authentication will now be authenticated into Microsoft Word using their Fusion Auth login instead of their old GrowthZone login. For customers using Fusion Auth, clicking “Edit Template Document” on any document will either open the document in Word automatically or prompt you for your Authentication code.
  3. If the template is a system default template, you will need to make a copy of the template in order to open it. Click the ellipsis to the left of the document template you’d like to view or edit and select Copy Document Generation Template.
    The ••• actions icon on a template row, cropped tight and boxed
    The ••• menu on an original template row — Copy Document Generation Template and Merge Fields only — with Copy Document Generation Template highlighted
    • The system will display a green Success! message in the upper right corner, and a clickable copy of the invoice template will then be available in the list of templates.
    • Best practice: click the name of the copied invoice template (usually “Copy of (template name).docx”) and rename it with something descriptive and unique.
  4. Once the template has already been copied OR is a previously customized template, click the ellipsis to the right of the document and select Download File.
    The ••• menu on a copied template row with Download File highlighted
  5. Open the downloaded file and make desired edits.
  6. Save the downloaded file.
  7. On the Document Generation Templates screen, click the Add button.
    The ADD button, cropped tight and boxed
    The Document Generation Templates page with the ADD button boxed in the page header
  8. In the Add Document Generation Template window:
    The Add Document Generation Template window showing the Template Type, Name and Choose File fields
    • Select the Template Type; this will determine where in the software the template will be available for use/selection.
    • Enter a Name for the new template.
    • Click the Choose File button to navigate to your saved copy and upload.
  9. Click Done. You can now choose this template where applicable.

Alternate Steps

If the above steps are unsuccessful, an alternative is to download the template, edit it, and then re-upload it.

  1. Click Settings in the left-hand rail.
  2. Click Document Generation Templates in the General section. A list of existing templates will be displayed.
    Customers who have been switched to Fusion Auth for login authentication will now be authenticated into Microsoft Word using their Fusion Auth login instead of their old GrowthZone login. For customers using Fusion Auth, clicking “Edit Template Document” on any document will either open the document in Word automatically or prompt you for your Authentication code.
  3. If the template is a system default template, you will need to make a copy of the template in order to open it. Click the ellipsis to the left of the document template you’d like to view or edit and select Copy Document Generation Template.
    The ••• actions icon on a template row, cropped tight and boxed
    The ••• menu on a copied template row with Copy Document Generation Template highlighted
    • The system will display a green Success! message in the upper right corner, and a clickable copy of the invoice template will then be available in the list of templates.
    • Best practice: click the name of the copied invoice template (usually “Copy of (template name).docx”) and rename it with something descriptive and unique.
  4. Choose to Download File. Then edit it in your own program. When updated as you desire, click the template name in the Name column. Click Choose File. Locate your newly updated document and select it as the file to be uploaded. Click Done.
    The Edit Document Generation Template window showing the Existing File line and the Choose File control, with Done boxed

Common Pitfalls

  • Editing a system default template directly: System default templates cannot be opened directly — you must first use Copy Document Generation Template and edit the copy, or your changes will not save. The menu enforces this: on an original template the ••• menu offers only Copy Document Generation Template and Merge Fields. Download File and Edit Template Document appear only once you are on a copy.
  • Forgetting to rename the copy: Leaving the file named “Copy of (template name).docx” makes it hard to identify later. Rename it with something descriptive and unique before editing.

Related articles