Uploading and organising document templates in Settings

Once your Word template has its fields inserted and is saved, you upload it into SwiftFox so it can be used for generation. Templates live in Settings, where you can also organise them into folders and manage individual files.

A document template is a reusable Word file whose merge fields pull data straight from SwiftFox records, so one template can produce personalised documents — letters, certificates or membership documents, for example — for a single contact or for a whole list.

Where templates live

Go to Settings → Features → Document templates. This is the central place where every Word template used by contact profiles and List Builder is stored and managed. The screen's subtitle sums it up: "Manage Word templates that use merge fields to create personalised documents for one contact or a whole list." Below the upload area, the list headed Templates shows each file's name and the date and time it was added.

Upload a template

1. In SwiftFox, open Settings → Features → Document templates.
2. Add your saved Word template using the upload area, which reads Drag and drop document or Browse files. Either drag the file onto the upload area, or select Browse files and choose the file from your computer — both routes upload the same template.
3. The uploaded template becomes available for generating documents.

Organise templates into folders

1. Click the folder icon to create a new folder.
2. Name the folder so it's easy to find later.
3. Move templates into the appropriate folders to keep things organised.

Manage an individual file

Each template has a three-dot menu on its right-hand side. Open it to:

• Rename — give the template a clearer name.
• Move — relocate the template into a different folder.
• Delete — remove the template you no longer need.

Permissions

Two user group permissions control document templates:

• Manage document templates — upload templates, create folders, and rename, move or delete files under Settings → Features → Document templates. Its description carries the permission's former label, Manage Document Templates.
• Use document templates — generate documents from an existing template, either from a contact's profile or from List Builder. Its description carries the permission's former label, Access to Document Templates.

Someone who only needs to produce documents needs Use document templates; leave Manage document templates to the people who look after the template library.

Tips

• Use clear, descriptive names so the right template is easy to pick when generating.
• Group related templates into folders (for example, by document type or department).
• Remember that the field type inside a template determines how it can be used — keep individual (Template field) and bulk (Mail merge field) templates clearly named or foldered so they don't get mixed up.

With the template uploaded, you can generate documents from a contact's profile (see Generating an individual document from a contact) or in bulk (see Generating bulk documents from List Builder).