Documents (Word plugin) — Workflows: step-by-step

This page brings the full Documents process together as end-to-end workflows. Use it as a checklist from designing a template through to generating and reusing the finished document.

A) Install the Word add-in and insert fields

1. In Microsoft Word, open the Insert tab and choose Add-ins.
2. Search for SwiftFox and add SwiftFox Templates.
3. Open the add-in to display the right-hand pane, and log in to your SwiftFox account.
4. Design your Word document as usual.
5. In the pane, open the Merge field dropdown to see available fields — default contact details, finance fields (including arrears and EOFY totals), plus your custom fields.
6. Select the correct field type for your use case — Template field for individual documents, Mail merge field for bulk documents.
7. Click Insert Field to place the selected field at your cursor, then Save the file.

B) Upload and organise templates in SwiftFox

1. In SwiftFox, go to Settings → Features → Document templates.
2. Upload your Word template(s) by dragging them onto the upload area, or click Browse files.
3. (Optional) Click the folder icon to create folders for organisation, and move files as needed.
4. Use the three-dot menu on any file to Download, Rename, Move or Delete it.

C) Generate an individual document from a profile

1. Open a contact's profile in SwiftFox.
2. In Quick Actions (top-right of the business card), click Generate document.
3. Select a valid template you uploaded.
4. In the drawer, under Review merge fields and their related details, check each field and the value pulled from the profile:
   • Empty fields are highlighted.
   • You can manually enter or adjust values, even for fields that already have a value.
5. Click Create document. A post is added to the contact's profile, authored by you, noting the generation.
6. Click the Word document link in the post to download the generated file. You can later attach it to an email if needed.

D) Generate bulk mail-merge documents from List Builder

1. In List Builder, create your target list of contacts.
2. Proceed to the final stage and select Mail Merge.
3. Complete the three-step flow:
   • Template — choose a template built with mail merge fields.
   • Fallback fields — for each listed merge field, optionally set a fallback value used when a contact lacks data (leave blank for no fallback).
   • Complete — review the summary.
4. Click Generate (top-right). SwiftFox produces a PDF with a mail-merge document for every contact in the list.
5. Use the success banner to download the output.

E) Reuse a generated document in an email

1. Download the generated file — from the profile post (individual) or the success banner (bulk).
2. In Emails, create or open your email.
3. Use the attachments function (Attachments tab, or an Attachment content block) to add the file.
4. Finish and send the email.