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Prepare a Word document for a letter template

Type smart fields and input fields, or keep your Word merge fields, so Kolleno can fill in each letter.

The file

  • Use a .docx or .dotx file of up to 10 MB.

  • Use Arial, Times New Roman, Courier New, Calibri or Cambria. Kolleno replaces other fonts in the PDF, which can move text.

  • Type the smart fields and input fields below, or keep the Word merge fields that the document already has. See Word merge fields below.

Smart fields

A smart field prints data from Kolleno. Type it between double curly braces, for example {{ customer.name }}. Common ones:

Value

Type this

Today's date

{{ datetime_now|date:"F j, Y" }}

Customer's name

{{ customer.name }}

Customer's reference

{{ customer.ref }}

Customer's address

{{ customer.address }}

Customer's balance due

{{ customer.balance_due }}

Customer's balance overdue

{{ customer.balance_overdue }}

Number of overdue invoices

{{ invoices_overdue_count }}

Account owner's first name

{{ customer.user_assigned.first_name }}

Your company's name

{{ company.name }}

First name of the user who generates the letter

{{ user.first_name }}

For other date formats, see Current Date and Time as Smart Field. The Filled by list on a template's Input fields tab shows every smart field you can use.

Input fields

An input field is a value that a user types when they generate the letter, such as an amount agreed on a call. Type it as {{ input. followed by a key, for example {{ input.amount_due }}.

  • A key starts with a lowercase letter and has only lowercase letters, digits and underscores.

  • After you upload the file, you give each input field a label and a type. A smart field can also fill it, so the user types it only when the customer has no value.

Word merge fields

You can keep the merge fields that a Word document already has (Mailings > Insert Merge Field), for example «RecipientName». When you upload the file, Kolleno changes each merge field to an input field. Kolleno does the same with form text fields and content controls (text, date picker and drop-down list).

  • The name of the merge field becomes the label of the input field.

  • If the name clearly matches a smart field, Kolleno sets Filled by to that smart field. For example, RecipientName is filled by the customer's name, and AccountNumber by the customer's reference.

  • The user types the other input fields. Check each input field on the Input fields tab before you publish.

  • If Kolleno cannot change a field, for example a form check box, the upload shows an error. Replace that field with a smart field or an input field.

Text boxes

If a smart field is in a text box, let the box grow with its text: in Word, open Format Shape > Text Options > Text Box and tick Resize shape to fit text. Otherwise a long value can print over the text below it.

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