...
While there are no inbuilt document templates in PICSWeb, our Document Template Library has example files available for you to use.
...
Next, you will need to insert merge fields for any data that you want to be exported from the record when generating the document. To do this:
1. Download a PICSWeb Report based on a Report Template that has the same data fields that you want to export in the document. You can only use fields from one report in a document template
...
. We recommend running the report in Spreadsheet Across mode, as this will show the correct heading names for multiple entities (e.g. multiple prior qualifications linked to the same applicant).
The different reports used for document templates are listed in the Document Template Types page.
2. In the locations where you want the data to appear, enter the Column Heading for the data field as it appears in the chosen report, surrounded by two curly brackets, in the format {{Field Name}}. Field names can also be used for User Defined Forms as explained below.
...
The merge fields in the Word document would then look like this:
...
When you Generate a Document from an applicant record using this template, the merge fields will be replaced by the relevant data.
...
| View file | ||
|---|---|---|
|
...
Multiple Entities
If you have recorded Work Placements for your learners want to include fields for multiple entities in the template (for example, in DWP programmes or Traineeshipsmultiple placements linked to a learner), you can populate fields with the details of multiple placement recordswill need to specify which entity you want to use to populate each field.
To do this, you will need to add a number after every field name (after a space) to indicate which placement’s entity’s details you want to display, as in the example below. If no number is entered, details from the first placement entity will be used by default.
If necessary, you can use this feature to produce multiple templates, with each template showing the details of a different work placement entity for each learner.
...
If you have generated the relevant report for the template in Spreadsheet Across mode, the column headers will follow this convention, allowing you to copy and paste them in as normal.
Uploading a Document Template to PICSWeb
...
Name
Template For – Here you can choose the type of record to use with the template. The different types are explained in PICSWeb Document Types.
Template – Here you can either drag and drop the template file into the box or select the box to browse for the file.
...
Once you have completed these fields, select Save to add the document template to the list. The template will now be available to choose the next time you Generate a Document from the relevant record type.