Generate Word documents from records

Before you start

• Document generation

Write the document in Word the way it should look, mark the changing parts with placeholders, and upload it. A workflow then fills the placeholders from a record, for example a purchase order, and attaches the finished .docx to it.

Write the Word file

A placeholder is a field’s system name inside ${ }. Type it anywhere in the document.

Dear ${vendor_name}, purchase order ${po_number} is approved for ${total_amount}.

Two habits keep placeholders working:

• Use the field’s system name, not its label. The Fields tab shows each token. Click a field there to copy its placeholder, then paste it into Word.
• Give a placeholder one formatting from the first $ to the last }, so Beezr fills it.

Repeat a table row

For a purchase order with lines, make one table row that holds placeholders written as the list name, a dot and the field.

Item	Quantity
${lines.item}	${lines.quantity}

Beezr copies that row for every record in the list. If the list is empty, it removes the row. For a module that has line items, the Fields tab shows the list name and its fields, and copies the exact placeholder for you.

Create the template

1. In the left rail, click Document generation, then New template.
2. Choose Word, type the Name, for example Purchase order, and choose the Module, for example Purchase Orders. Click Continue.
3. Drop the .docx on Drop your Word file here, or click it to browse.
4. Click Save.

Use a .docx Word document .

What does Beezr find in my file?

After the save, Placeholders found lists each one with its kind and its source.

Kind	Filled from
Value	The field it matches, shown with its label, or Set in the workflow step
Repeating row	Rows of the module’s line items, or Related records, chosen in the workflow step

If the list says “No placeholders found”, write the placeholders in the ${field_name} form, click Replace, then Save. After you edit the file in Word, replace it here, and click Rescan if you want the list refreshed.

Add a signature

In Word, add a bookmark where the signature should go. In the workflow step, switch on Add a signature, type the Bookmark name, and choose the Signature field that holds the signature image from your form. Add signatures in Word templates.

Use the template in a workflow

Add a Smart document step on the same module, choose the template, and fill in each placeholder. Beezr lists them as ${name} rows, with “n of m filled”. Set every placeholder. Smart document covers the step.

Tip from a Beezr Consultant

Dates print with the time unless you format them in the step. Use Insert data › Functions › formatDate for a clean date on the contract.

What did I get?

A Word template tied to a module. When the workflow runs, the record’s values replace the placeholders and the finished .docx is attached to the record.