When you design a document in the SwiftFox Templates add-in, every field you insert is one of two types. Choosing the right type is the single most important decision in building a template, because the type determines how the template can be generated.
The two field types
- Template field — use this when the document will be generated individually, from a single contact's profile. Template fields are designed for one-off documents created via Quick Actions → Generate document on a contact.
- Mail merge field — use this when the document will be generated in bulk, for many contacts at once through the Bulk generate documents action on the Actions step of List Builder. Mail merge fields are designed for the bulk flow that produces one personalised document per contact.
How to choose
Ask yourself how the finished template will be used:
- If you'll produce the document one contact at a time from their profile, insert Template fields.
- If you'll produce the document for a whole list of contacts at once, insert Mail merge fields.
Why it matters
- The field type must match the generation method. A template built with Template fields is intended for the individual, profile-based flow; a template built with Mail merge fields is intended for the bulk List Builder flow.
- Using the wrong field type for the generation method will not suit that method and will not produce the result you expect.
- Decide on the intended use before you start inserting fields, so the whole document uses a consistent, correct field type.
Setting the field type in Word
- In the SwiftFox Templates pane, select the field you want from the Merge field dropdown.
- Choose the correct field type for your use case — Template field for individual documents, Mail merge field for bulk documents.
- Click Insert Field to place it in the document at your cursor.
For the full insertion procedure and the fields available, see Inserting mail merge fields.