How do I install the SwiftFox Word add-in?
In Microsoft Word, go to Insert → Add-ins, search for SwiftFox, add SwiftFox Templates, open the right-hand pane, and log in to your SwiftFox account.
What's the difference between a Template field and a Mail merge field?
- A Template field is for individual documents generated from a single contact's profile.
- A Mail merge field is for bulk documents generated through List Builder.
The field type must match how you'll generate, so choose before you start inserting fields. See Template field vs mail merge field.
Which fields are available to insert?
The Merge field dropdown lists all fields available to your account:
- Default contact fields — name, title, date of birth, address, mobile, email.
- Finance fields — such as arrears and total-paid figures (useful for EOFY statements).
- Custom fields — any custom fields you've created.
How do I insert a field into the Word document?
Select a field in the plugin's Merge field dropdown, make sure you've chosen the correct field type, then click Insert Field. Save the file when you're done.
Where do I upload and organise templates?
Go to Settings → Features → Document templates. Drag and drop a file onto the upload area (or use Browse files), click the new-folder icon to create folders, and use the three-dot menu on any file to Download, Rename, Move or Delete it.
How do I generate a one-off document for a single person?
On the contact's profile, use the quick action Generate document, pick a template, review and adjust the field values in the drawer, then click Create document and download from the post link. If the template was not built with template fields, SwiftFox tells you so and that template cannot be used for individual generation.
How do I run a bulk mail merge?
Build your list in List Builder, go to the final step, Actions, and under Mail merge & document choose Bulk generate documents. Take care not to choose Mail merge aggregation, which sits beside it and combines several contacts into a single document instead of producing one each. Then complete the three-step flow — choose the Template, set Fallback fields as needed, and review Complete — then click Generate and download the resulting PDF.
Can I override data before generating?
Yes. During individual generation, the drawer shows every field with its current value, and you can enter or change values. The drawer notes that changes do not update the contact's profile — they apply only to the document being generated. If a field is left empty, a banner at the top of the drawer counts the incomplete fields ("This contact has 1 incomplete field. Update missing fields to avoid blank spaces.") and the field itself shows the note "This field will merge as empty space".
What are fallback fields in bulk generation?
Fallbacks are values used when a contact is missing data for a merge field. They apply uniformly to all contacts missing that field. Leave a field's fallback blank if you don't want a substitute value.
Is there an audit trail when generating documents?
Yes. After individual generation, SwiftFox creates a post on the contact's profile, attributed to you, with a link to download the generated document.
Can I attach generated documents to emails?
Yes. Download the document, then attach it to a SwiftFox email using the attachments function (the Attachments tab or an Attachment content block).
What does the bulk output look like?
A single PDF that includes a personalised document for every contact in the list.
What format does each method produce?
Individual generation downloads a Word document; bulk mail merge downloads a combined PDF covering all contacts in the list.