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Add Merge Fields to a Document Template

Updated

 

The Goal: Find the merge fields available for your document templates and insert, update, or change them in Microsoft Word so your generated documents pull the right database information.

Before You Begin:

  • A working knowledge of Microsoft Word is necessary to edit your templates. Refer to Microsoft Help documentation.
  • Merge fields vary by document type because of system data separation. For example, merge fields available in automated Event Confirmations will not work if sent from a manually-sent email; the editor does not have access to those fields outside of the Events module. 
  • Planning Tip: Assistance from Customer Service with your templates may require a longer than normal turnaround time. Depending on the complexity and scope of the request, charges may be incurred. Customer Service can help you set proper expectations after receiving your request for help.

Step-by-Step Instructions: View Available Merge Fields for Documents

To view the merge fields available for document templates:

  1. Go to Settings, General Settings section, click Document Generation Templates.
    screenshot
  2. For the desired template type, click the ellipsis to the far right of any existing template; select Merge Fields to view the list.
    screenshot
  3. Review the list of available fields in the Document Generation Merge Fields window; copy and paste or note the fields you wish to use.
    screenshot
  4. IMPORTANT! Merge Fields must be entered EXACTLY as they appear in the available merge fields list—no spaces and with the appropriate capitalization!

Insert a New Merge Field

  1. Place the cursor at the desired location of the new merge field.
  2. Click the "Insert" tab in Word.
  3. Find the "Quick Parts" option and select "Field".
  4. In the "Field Names" selector, choose "MergeField".
  5. In the "Field Properties" pane, type or paste the name of the desired merge field.
  6. Click OK.

After completing your edits, save the changes. On a PC, the file should automatically be saved to your Document Generation Templates. You can re-open the template from the Document Generation Templates list if you wish to make sure your changes have saved. If you're on a Mac, you need to download the file, save it on your computer, then re-upload it to the Document Generation Templates. See those instructions here.

See the following for fields available to use in various templates:

Update or Change an Existing Merge Field

  • Highlight & copy an existing merge field.
  • Paste the merge field at the desired location in the document.
  • Right click on the pasted merge field and click Edit Merge Field.
  • Enter the name of the merge field you wish to add in the Field Name text box. The Field Name must be entered exactly as you see in the lists linked above.

After completing your edits, save the changes. On a PC, the file should automatically be saved to your Document Generation Templates. You can re-open the template from the Document Generation Templates list if you wish to make sure your changes have saved. If you're on a Mac, you need to download the file, save it on your computer, then re-upload it to the Document Generation Templates. See those instructions here.

Common Pitfalls

  • Typing merge field names incorrectly: Merge fields must be entered EXACTLY as they appear in the available merge fields list—no spaces and with the correct capitalization, or the field will not populate.
  • Editing on a Mac without re-uploading: On a Mac, changes are not saved automatically. Download the file, save it locally, then re-upload it to your Document Generation Templates.

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