Creating a New Document Template

Creating new document templates is a four-step process:

1. Create a new Google Document in Google Drive (or copy and rename an existing one)

2. Create a new Document Template record in Schoolworks (or clone an existing one)

3. Update the following fields in the new Document Template record:

   1. “Google Document Name” field using the new (unique) name of the Google Document, ensuring the “Google Folder name” field is correct.

   2. “Template Edit URL” field in the Document Template record with the new Google Document URL

4. Click the Update Template button to link the Google Document with the Document Template record

Configuring the Document Template Record

There are settings on the document template record which tell Schoolworks:

• Where to get the data to populate the merge fields

  • Is the document based per Enrolment, Booking, Placement or Finance

• When to allow the document to be created

  • Is the document available to Students, Groups, Agents, Accommodation Providers or Suppliers

  • Are there prerequisites for example Accommodation Bookings, or particular Course Bookings

• How to display the document in the create document screen

  • The ordering and grouping of documents in the ‘Create Documents’ screen

• The name of the Google Drive Template on which the output document will be based

Open

Document Template Settings

• Title - the title displayed to end users on the Create Documents screen

• Document Name - Must be a string with no spaces, usually the same as the Title with underscores in place of spaces

• Local Folder Name - Where the document will be stored in Schoolworks

• Default Format - When the document is attached to an email, attach as PDF or Word

• Group Batch - Is this document available to the Group Batch Engine

Document Object and Data Group

• Target Object - The data object in Schoolworks which is the base record for the merge fields in the document (typically, Account, Enrolment__c, Booking__c, Placement__c)

• Document Data Group - This controls when and how many templates will show in the ‘Create Documents’ screen. For example if set to ‘Course Booking’ then one document template will show per Course in the Create Documents screen.

  • Finance Invoice

  • Finance Credit

  • Enrolment

  • Course Booking

  • Accommodation Booking

  • Transfer Booking

  • Accommodation Placement

  • Class Placement

  • Test Result

Language and Display

• Display Category - under which category does this template appear in the Create Documents screen

• Language - Under which language filter does this template appear when filtering by language

Available To

• Available to Student - if ticked, the document will be available to attach to an email to the student

• Available to Agent - if ticked, the document will be available to attach to an email to an agent

• Available to Accommodation - if ticked, the document will be available to attach to an email to an agent

• Available to Group - if ticked, the document will be available to attach to an email to an group

• Available to XFer - if ticked, the document will be available to attach to an email to a supplier

Google Settings

• Google Document Name - this is the unique document name in Google drive. Note that it is possible to have duplicate names in Google Drive - it is important you keep them unique.

• Google Folder Name - the folder within which the Google Document Template is stored

• Template Edit URL - this is updated automatically when the ‘Update Template’ button is clicked. This allows easy access to view/edit the template in Google Drive.

** Shortcut Hint **

• A easier way to create a new document is to copy an existing one.

• Consider:

  • Find a similar document based on the same Object/Data Group

  • Clone the Document template record in Schoolworks

  • Clone the Google Document

  • Change the Google Document Name

  • Update the Google Document Name in the new Document Template record in Schoolworks

  • Press the ‘Update Template’ button to ‘link' the Google template to Salesforce/Schoolworks