With the file templates, documents can be filled automatically with the information of different employees. A document must be created that serves as a template in order for this to work.

Placeholders or variables are used within the template to read the employee information.

We explain to you in this article how to use the placeholders, i.e.variables.

Create a file template in Word 

A file template is a common Word document, with the exception that placeholders/variables are used next to the text content to then fill the document with the appropriate information.

Proceed as follows to insert placeholders in Word:

  • Mark the place in the document from where you want to select the data from the system. For example, after "Name:".
  • Then click on the "Insert" tab in Word.
  • You will find an area marked "Text" in the top right-hand side.
  • There you will see a drop down option for the element "Field...".
  • You will get to the field options if you select this. You set the field name to "MergeField" under "Select field" on the left-hand side of the window.
  • In the central area "Field properties", you enter the correct format under "Field name" with the key of the data record that you also set in Papershift. If you set your own data profiles, then you also specified your own keys, which are entered here now (see "Format of the placeholders" further down). Example: "=user.username".
  • The field is set by clicking on "OK".
  • Papershift now fills this field with the name of the employee.

NOTE: Depending on the Word version used, the insertion of a field can look quite different for the type of MergeField. 

Format of the placeholder

The same format must always be used for the MergeFields in Word so that the data can be read correctly.

The format for the standard fields is as follows: "=user.KEY"

The format for all customized data profiles is: "=data_profiles.KEY"

Set a file template with OpenOffice

A common document is created here again using the OpenOffice Writer. Placeholders/variables are used next to the text content to integrate the Papershift data into the document. The placeholder format looks a little different in OpenOffice.

Proceed as follows to insert placeholders in your OpenOffice document:

  • Mark the place in the document from where you want to select the data from the system. For example, after "Name:".
  • Now enter the placeholder/variable with the correct format and the key of the data record that you also set in Papershift. If you set your own data profiles, then you also specified your own keys, which are entered here now (see "Format of the placeholders" further down). Example: "[USER.USERNAME]".
  • Papershift now fills this field with the name of the employee.

Format of the placeholder

The same format must always be used in OpenOffice Writer so that the data can be read correctly.

The format for the standard fields is as follows: "[USER.KEY]"

The format for all customized data profiles is:"[DATA_PROFILES.KEY]"

Example

In our example, we used standard data profiles and customized data profiles to create a file template that automatically makes an employee database in Papershift.

You can find a detailed manual on how to use the data profiles in this article: 

First steps with file templates.

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