> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/crm-doc-generation-and-pdf-form-filling/creating-and-generating-document-templates.md). # Creating and Generating Document Templates Build a Word document into a reusable template in Rubica, then generate finished documents one at a time or in bulk. A step-by-step guide for system admins — no technical experience needed. {% hint style="info" %} Comprehensive Video (10 mins) - [https://screen.studio/share/AcmHu2Gd](https://screen.studio/share/AcmHu2Gd?state=uploading) {% endhint %}
This guide walks you through the full process of turning a Word document into a reusable template in Rubica — from deciding what to template, to coding it up, loading it in, and generating finished documents both one at a time and in bulk. You don't need to be technical to follow along. If you can work with a Word document and copy and paste, you can build a template. ## What you'll do The process has five stages: 1. **Plan** which parts of your document should be automated. 2. **Build** the template using the Template Helper. 3. **Upload and map** the template so Rubica knows where each field comes from. 4. **Add guidance** so your team knows how to fill in any manual fields. 5. **Generate** documents — individually or in bulk. *** ### Stage 1 — Plan your template Start with a finished, fully merged version of the document you want to template — one that already has real values filled in. Read through it and decide what each piece of information is: * **CRM fields** — data that already lives in Rubica and should be pulled in automatically. These are usually the everyday details: mailing salutation, address, date, preferred names, and the advisor or sender of the letter. * **User input fields** — values that change every time and need to be entered by the person generating the document (for example, a detailed reason or an effective date). * **Anything you'd like to automate further** — such as AI-generated content or images.
Most of the everyday fields will be straightforward "CRM 101" details that Rubica already holds, so those are your quick wins. *** ### Stage 2 — Build the template with the Template Helper #### Open the Template Helper Go to the **DocX / PDF Tools and Doc Templates** tab, then open the **Template Helper**.
#### Load sample data Choose your **source object**. Most documents are generated from the **household account**, so you'll usually select the account or household here. To make life easier, type in a **sample record** to use as example data. The helper will automatically populate each field with that record's real values, so you can see exactly what you're working with.
{% hint style="info" %} Some fields may appear blank — this is normal for group accounts, where not every field is populated. You'll still have everything you need to build the template. {% endhint %}
#### Find and insert CRM fields There are a lot of fields, so use the search box to narrow things down. For example, type **billing** to bring up all the separate billing address fields — street, city, state, and postcode. To add a field to your document: 1. Click the field — this copies it to your clipboard. 2. Paste it straight into your Word document where it belongs. Work through the document one field at a time until it's fully coded up with the right CRM references.
#### Declare your own merge fields Some information won't exist as a CRM field — for example, a **detailed reason** specific to each letter. For these, you can declare your own merge field directly in the document using curly brackets: ``` {{Detailed_Reason}} ``` Give each merge field a clear, descriptive name so the next person who opens the document understands what belongs there. You'll connect these to user input later (see Stage 3). {% hint style="info" %} **Quick win:** Before creating a manual merge field, check whether the value already exists in the CRM. For example, searching for **mailing addressee** brings up a ready-made field. Pasting it as a CRM field now saves you from having to map it manually afterwards. {% endhint %}
You can also insert **images** into a template (covered in a separate video) — this works by pointing to a public URL that the document generates the image from. This same approach works for any document. A general letter, for instance, might use the same address and name fields, with the body of the letter as a single merge field (e.g. `{{Letter_Body}}`) and a `{{RE_Subject}}` line. Once you're happy with the template, save your Word document — you're ready to upload it. *** ### Stage 3 — Upload and map the template #### Upload the file Navigate to **Word Template**. You'll see any templates that have already been configured. To add yours, either drag your `.docx` file in or click **Upload**.
Rubica reads the template and extracts all the merge fields you added. It will also attempt to match some of them to CRM fields automatically.
#### Review the extracted fields It's worth checking the suggested matches before you continue. Rubica matches based on field names, so a guess isn't always right. To check a mapping, load a sample record again and click through each field — Rubica will show you that record's value so you can confirm you're pointing at the correct field. {% hint style="info" %} Because matching is based on the field name, always confirm the mapping is correct — especially for common words like "name" or "owner" that can appear in more than one field. {% endhint %}
#### Map the remaining fields For any field that wasn't matched, search for the correct one. For example: * **Account owner** — search **owner** and select the full name of the owner (the actual person who owns the account). * **Client preferred names** — you might use the **mailing addressee** field, or a **preferred greeting** field, depending on how you want the client addressed.
#### Set each field as CRM or User Input Every field is either: * **CRM** — pulled in automatically and consistent across documents. Leave your everyday fields set to this. * **User Input** — entered by the team member at the moment they generate the document. Switch your variable fields (like a detailed reason, date of issue, or termination effective date) to this. When you set a User Input field, you can also: * Choose its **format**. Setting a date field to **text** can help it format exactly the way you want. * Mark it **Required**, so no one can generate the document without filling it in.
In effect, you're building a short form for your team to fill in. Everything else populates on its own; only the User Input fields need a person's attention. #### Save the template Click **Save as Template**, give it a name, and wait for the confirmation (a green light appears at the top when it's done). *** ### Stage 4 — Add guidance with a Knowledge Article Templates are stored as **Knowledge Articles**. Search for the template you just saved and you'll find it ready to go. You can also add **article content** to give your team — and AI — helpful context. This is especially useful for free-text User Input fields. For example, for the **detailed reason** field, you can list the most common reasons and the process for choosing the right one. When a team member generates the document, they simply copy the correct option and paste it into the form.
Save the article when you're done. *** ### Stage 5 — Generate a document You can generate a document from the home screen while testing, but in everyday use you'll generate it from the record it's mapped to — the account or household. Navigate to the relevant group or household and find the generate option. 1. Click **Select Template** to see all your configured Word and PDF templates. 2. Choose your template and click **Next**. 3. All the CRM fields are already mapped and filled in — you only need to complete the User Input fields.
{% hint style="info" %} If a CRM value looks wrong or didn't come through, you can edit it right here. You don't need to go back into the CRM to fix it, and there's no post-merge editing in Word afterwards. {% endhint %} Fill in your User Input fields (using the Knowledge Article guidance for fields like the reason). Then choose your **output format** — Word, PDF, or both. Click **Generate**. It takes only a few seconds. If you chose PDF, it renders neatly on screen, and you can download or print it from there.
*** ## Bulk generation When you need to produce the same document for many records at once — a mailout, or a batch of renewals, for example — use **Bulk DocGen**. 1. From the home screen, click **Bulk DocGen**. 2. Select your template, then click **Next**. 3. **Build your audience** — use the filters to select the accounts or households you want. (If you're comfortable with queries, you can use SOQL here instead.) 4. Click **Next** to load everyone's data.
Rubica fills in every value it already knows. For fields that are blank or need the same value across the batch — like a date of issue — use **Set all rows** to apply one value everywhere, or edit individual rows where needed.
Choose your output format. Rubica won't let you run the bulk job until all required inputs are filled, which is exactly why **Set all rows** is so handy. Click to start the bulk generation. The more documents you have, the longer it takes, but a small batch generates in well under a minute. Each finished document appears against its client or household account, ready to download.
*** ## What's coming next This is version 1 of bulk document generation and the PDF tools, with more on the way. On the near-term roadmap: * Pushing generated documents straight into tools like **Annature** for signing. * Filing documents automatically into the right place in your document management system, such as **SharePoint**.