Guide to Word templates/XML in word

XML in Word allows for users to create personalized Word documents with CRM record information. This means that you can easily print out pages from CRM records.

To allow XML to work with Microsoft Word, you will need to have Word 2013 or later.

1. Go to settings then click on templates.

 

2. Click on Document templates.

3. Create a new template by clicking ‘+ New’.

4. In the next window, choose Word Template and then Select what Entity you need to filter by (drop down list). The Word Template will be stored in that Entity.

5. Select the information which will be taken from CRM to Word (Which records you want on the word document).

N.b. Selecting a large number of items will slow down the process of making the Word template. Too few and you might have to run the download process again once the template has been created in order to get all of the right fields.

When building templates you need to take in to account the relationship between fields. An example of this is…

1:N and N:1

An example could be that a mother can have multiple children, but a child can only have one mother. That is a 1:N relationship and N:1 is the reverse of this.

The following screen shot shows the fields that can be used and selected in a Word document.

6. Then press “Download Template”.

7.  Once clicked this will open a prompt box, select “Save the file and open it”.

8. Once downloaded we need to make sure Word is configured correctly. In Word we need to enable the developer overview – Go to word and right click on the ribbon view.

9. Click customize the ribbon.

10. The following window should appear. Look for developer on the right-hand side and make sure it is checked, click OK.


11. Select the “Developer” ribbon on the Main tabs (far right of the window).

12. Click on XML Mapping Pane.

13. This will add a new menu to the right-hand side of the screen, the menu will look as below, this menu will be used when  you are designing you template.

14. Now we need to decide how the data in Word is to be displayed. The recommendation is to select “Rich Text” as Rich Text can contain formatting.

15. Design your template leaving gaps for where you want to enter the custom information.

16. To enter the Custom information, place your cursor in the space and right-click on the field you want to use (from the menu in step 13), a message box will appear saying ‘insert content control’, click this.

17. Once completed the template needs to be uploaded back into CRM, go back to the document template page in Step 3 and click “Upload Template”.

18. This will display a window which will allow you to either drag and drop the newly created Word document or find the file using the file explorer.

19. Once selected you will be redirected to the record containing the Word document.

20. Test the document works – Go to page record which has the Word document assigned to it and there should be an option available to create a Word document under Word document.

Congratulations you have made a XML document in Word.