Document Templates allow you to create customized templates for document generation across various modules. With these templates and their associated mail merge codes, you can automatically pull in data from your modules, such as contract numbers, titles, awarded responses, and more. This guide will walk you through using mail merge codes to create and manage multiple contract templates efficiently.

What are Mail Merge Codes?

Mail merge codes are special placeholders (like {{Contract Title}} or {{Contract Start Date}}) that represent data fields in a record (i.e. Contract, Procurement Plan). Instead of manually filling out each field, these codes allow you to insert data automatically into the template. For example, when the system sees {{Contract Title}} in the template, it will replace that code with the actual contract title from the contract record.

How to create Document Templates with Mail Merge Codes

There's a few different ways to access Document Templates:

• From Home you may have a Templates tile
• From any of the modules setting pages if you click on the page title you can select Settings - Templates
• From the various places throughout the modules where you can use Document Templates if you have access there will be a manage templates link
  

To create a document template with mail merge codes, follow these steps:

1. Click on 'Download Merge Codes' under Your Custom Templates to view a document with a complete list of available codes.

2. Inserting Mail Merge Codes into Your Template:

   • Open your document that you want as a template in a word processor or template editor.
   • Identify the sections where you want information from the system to appear.
   • Insert the mail merge codes by copying them from the downloaded list and pasting them directly into the template. For example, if you want the Contract Title to appear at the top of the document, place the code {{Contract Title}} in that location.

3. Create and Customize Multiple Templates:

   • You can create various templates including:
     • Contract Types (e.g., construction contract, engineering contract).
     • Procurement Plans
     • Evaluations
     • Extensions
   • Simply add the appropriate mail merge codes in each template to ensure they pull in the correct data when used.

4. Uploading Templates to the System:

   • Once your template is ready, upload it to the system by clicking 'Attached Document' under Your Custom Templates and selecting the document to upload.
   Please note

   You can upload as many documents to a template as you want, when you get the option to us a template and multiple exist you will be able to select one from a dropdown 

Using Document Templates with Mail Merge Codes

After uploading your contract templates, you can use them directly in your workflows:

1. Selecting a Template:

   • When presented with the option to use a Document Template if you have multiple documents, you can select one from the dropdown, if you only have one it will already be selected
   • Choose the template you want to use, then click Generate.

2. Generating the Draft Contract:

   • Once you select the template and click Generate, the system will create a draft document. All relevant data entered during setup will automatically populate into the template, replacing the mail merge codes with real values.

By following these steps, you can create fully customizable document templates that save time and improve consistency.

Click this link to read how to create a fully version history and maintain an organized record of your contract versioning process.