Overview
Available on Tracker Pro and Enterprise only.
Document Templates let you upload Word documents to the Document Library, then generate a copy against a Candidate, Contact or Placement record to send out. The generated copy can be filled in automatically using merge tags, or edited by hand in Word.
Document Templates work with or without the Docusign integration. If you use Docusign, the generated document can be sent for signature straight from the record; see the help file: Sending Document Template to Candidate/Placement via Docusign.
Adding a template to the Document Library
Go to Tools & Settings > Collaboration > Document Library and upload the Word document you want to use as a template. Any document in the library can be chosen when generating a document, so storing templates in clearly named folders makes them easier to find later.
Only Word (.docx) documents can have merge tags filled in automatically. Other file types can still be stored, but they won't be merged.
For more information on uploading files to the Document Library see the help file: Uploading documents to the Document Library
Merge tags (optional)
Merge tags let Tracker fill in a document for you. Working with your Customer Service Manager, we can build a SQL view containing the merge tags you need. You then add those tags to your Word document before uploading it. When you generate the document on a Candidate, Contact or Placement record, the tags are replaced with that record's data. To explore this option, speak to your Customer Service Manager.
If you don't use merge tags, you can still open the generated document and fill in the blanks by hand (see below).
Generating a document from a template
- Open a Candidate, Contact or Placement record.
- In the Action Menu, choose Generate a Document.
- Find your template. Filter by Folder, or type part of the name into Document Name (a case-insensitive "contains" search).
- Click the document you want; a green tick confirms your selection. Then click Prepare.
- Tracker copies the template, fills in any merge tags and saves the result to the record. When it's done, a Document Created message asks whether you'd like to open the document for editing in Word.
- Choose Yes to open it in Word and make changes, such as filling in blanks or adjusting clauses, or No to return to the record.
Either way, the new document is saved on the record in a folder called Merge Templates. It keeps the template's name (you can rename it) and your original template is never changed. To edit it again later, open the record's Documents block and select the document.
Documents block on Placement, Candidate and Contact records
Documents can be generated from Placement, Candidate and Contact records, so make sure the Documents block is included in your layout for each of these record types. You can add it using Layout Designer. Documents attached to a Placement appear on that Placement only, not on the linked Candidate or Job.
Sending the document
Once generated, the document is attached to the record, so you can email it like any other attachment. If you use Docusign, you can also send it for signature directly from the record. See the help file: Sending Document Template to Candidate/Placement via Docusign.