With a document template, you create a letter, quote or contract in Word in a few clicks, with the contact's details already filled in. No more retyping addresses.
Please note: document templates only work in the desktop version of SpinOffice, with Word on your computer.
Creating a document
- Open the contact's archive.
- At the top, click the arrow next to Document and choose the template.
- The document opens in Word, with name, address and other details filled in.
- Edit the document and click Save.
The document is then in the contact's archive, on the Files tab. Read also: Editing files and version control
How does a document template work?
A document template is an ordinary Word document with bookmarks. A bookmark is an invisible label in Word that gives a piece of text a name. SpinOffice looks up those names and puts the right detail in that spot.
Example: your template contains the words Last name, with the bookmark Lastname on it. If you create the document for Marieke Brouwer, it says 'Brouwer' in that spot.
Creating your own template
- Go to ☰ > Administration > Document templates.
- Choose one of these two:
- Import your own Word document, for example your letterhead.
- Or open an existing template and save it under a new name.
- The template opens in Word. Where a detail should go, type a recognizable text, for example First name.
- Select that text.
- In Word, choose Insert > Bookmark.
- Type the name of the bookmark from the tables below, exactly as it appears there, and click Add.
- Repeat this for each detail and click Save.
Tips
- You can use each bookmark only once per document. Want the name twice, for example? Then use two different bookmarks, such as
LastnameandLastname_incl_initials. - Bookmarks are case-sensitive and have no spaces. Copy the name from the table to avoid typos.
- Can't see the bookmarks in Word? Make them visible via File > Options > Advanced > Show bookmarks (on a Mac: Word > Preferences > View).
- Test a new template first on a contact with all details filled in.
All bookmarks
The contact's address
| Bookmark | What is filled in |
|---|---|
Address | the full address |
Address_incl_attention | the address with an attention line |
Address_incl_initials | initials, last name and address |
Address_line1 | address line 1 |
Address_line2 | address line 2 |
Address_line3 | address line 3 |
Address_street | street |
Address_street_number | house number |
Address_Zipcode | zip code |
Address_City | city |
Address_Country | country |
The contact's details
| Bookmark | What is filled in |
|---|---|
Firstname | first name |
Lastname | last name |
Lastname_incl_prefix | last name with prefix |
Lastname_incl_initials | last name with initials |
Line_Attention | attention line |
Dear | salutation |
Contact_type | contact type |
Email | email address |
Number_work | work phone number |
Number_mobile | mobile number |
Number_private | private phone number |
Number_fax | fax number |
DebitorNr | debtor number |
CreditorNr | creditor number |
Date | date of birth |
Info_1 to Info_20 | the contact's info fields (Info_1 is the job title by default) |
Folder and project
| Bookmark | What is filled in |
|---|---|
File_description | name of the folder |
File_type | folder type |
Project_description | project description |
Project_type | project type |
Project_code | project code |
Your details
| Bookmark | What is filled in |
|---|---|
My_firstname | your first name |
My_lastname | your last name |
My_email | your email address |
My_mobile | your mobile number |
My_signature | your signature |
My_info_1 to My_info_10 | your info fields |
Other
| Bookmark | What is filled in |
|---|---|
AccManager | the contact's account manager |
AccManagerSignature | the account manager's signature |
Today | today's date |
Can't figure it out? Contact us at support@spinoffice-crm.com.
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