How do I create and populate a Word template?

Key Points

A Word template is a Word document with tags that FlowLogic fills in with information from a client's or staff member's records, such as their name, address or funding details.
Word templates are available on every FlowLogic system. Admins create, edit, rename and delete them in System Menu > Word Templates.
To fill in a document, open the person's record, click the folder icon to open their personal drive, click Use template, then click Populate Document in the document.
Managing templates and using them are controlled by separate Rights. Admins assign them to Groups in System Menu > Rights.
Each tag fills in from the person's most recent record on that Form. If they have no record on that Form, the tag stays blank.

What is a Word template?

A Word template lets you design a document in Word, such as a service agreement, letter or statement, and have FlowLogic fill in the details for each person. You add tags to the document for the Form fields you want, and FlowLogic replaces each tag with the information from that person's records.

Word templates are on every FlowLogic system. Users just need the right Rights to manage or use them.

Which Rights do I need?

There are separate Rights for managing templates and for using them, so you can let staff fill in documents without letting them change the templates.

To create and edit templates: the globe_managetemplates Right.
To use templates in a client's or staff member's Drive: the personal_drive_view and personal_drive_admin Rights. Add personal_drive_edit if staff also need to edit the filled-in document.

Admins assign these to Groups in System Menu > Rights. Search for the Right, then add the Groups that need it. For how Rights and Groups work, see How do Rights and Groups control what users can do?

How do I create a template and add tags?

Templates are kept in folders named after the Section they're for, such as Clients Word Templates or Staff Word Templates.

Design your document in Word and save it as a .docx file. Older .doc files can't be edited in FlowLogic.
Go to System Menu > Word Templates and open the folder for the Section, for example Clients Word Templates.
Click Upload File and choose your document.
Click Actions next to the document, then Edit with Word. The document opens in a new browser tab.
Click FlowLogic Document Tags, then Add Tags.
Put your cursor where the information should go, then select the Form and the field. The tag is placed at your cursor.
Repeat for each field you need. Check the top left says Saved to FlowLogic, then close the tab.

A tag needs to replace a text box, not go inside one. If you see "Unable to insert tag here, could not set the tag type", delete the text box and insert the tag in its place.

Can I rename, move or delete a template?

Yes. In System Menu > Word Templates, click Actions next to the template and choose Rename, Move or Delete. To change the wording or layout, choose Edit with Word.

How do I fill in a document for a client or staff member?

Open the client's or staff member's record.
Click the folder icon under the record's tabs to open their personal drive.
Open the Word Templates folder, for example Clients Word Templates.
Click Use template next to the template you want.
Choose the folder to save the new document in, then click Copy. The document is created and opens in a new tab.
Click FlowLogic Document Tags, then Populate Document.
Check the document, then close the tab. The filled-in document stays in the person's personal drive.

FlowLogic fills in the tags with that person's information. Always start from the person's own record, so the tags fill in with their details.

Which record does each tag use?

Each tag uses the person's most recent record on that Form. If they have more than one record on the Form, older ones aren't used. If they have no record on the Form, the tag stays blank, so check the record is filled in first.

Why won't my template fill in or open?

The user can't use or edit the template: check their Groups have the Rights listed above.
A tag is blank: the person has no record on that Form yet, or the field is empty on their most recent record.
The template won't open for editing: check the document header for an email address that's a hyperlink. Remove the hyperlink and try again.
The Word Templates folder is missing or "Destination base directory not found": the templates folder has to be named after its Section, for example Clients Word Templates. If the Section was renamed, rename the folder to match. If that doesn't fix it, contact our Support team.

Where else are Word templates used?

Service agreements: some organisations set up their service agreement as a Word template. See How do I set up and change our service agreement and schedule of supports?
Support at Home monthly statements: see How do I create and share Support at Home monthly statements?