This article explains which high-level steps one should go through to create a smart template in Templafy. It assumes that the user profile form, as well as the necessary data sources, are already created and ready to be used.
Prerequisites
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Creating a best-in-class smart template with the Template Designer can require up to 7 different steps.
NoteAll these steps are an indication and are not always required. |
Inspect requirements for the smart template
Before transforming a file from static to smart and dynamic, it is recommended to inspect the file to get a better understanding of which data will be required and where it can be pulled from.
Example
The letter template in Word gets the information from different sources:
- The information that will come from the user profile is highlighted in green.
- The information that will come from the response form in yellow.
- The information coming directly from a data source in blue.
Going through this example exercise provides a better understanding of the steps required to finalize the template. For example, if no information is needed from the response form it means that step 3 can be skipped.
TipKeep track of the document settings and properties that need to be set up for the smart template as these will be hidden inside the document and not necessarily visible on the template. |
Enable the file as a smart template
In order to start creating a smart template, the first step is to enable the dynamic capabilities on the desired file:
- Open the desired file in Word, Excel, or PowerPoint.
- Open Template Designer.
- Click the + Create template button.
- The file will be enabled as a template and the document updater will be activated by default. This can be edited in Template Designer Settings from the ellipsis menu.
Additional tabs appear in the Template Designer allowing to build the dynamic components necessary for the smart template:
Create a response form
Some of the information required for the smart template might require questions for the end-user to answer in order to fill in the template. Creating questions can be done through the response form available in the Form tab of Template Designer.
- In Template Designer, navigate to the Form tab.
- Click on + Add question and choose the desired question type:
Type Description Text Allow the user to input free text in the response form. Date Allow the user to pick a date in the response form. Number Allow the user to only input numbers in the response form. Dropdown Allow the user to select an answer from a list originating from data sources in the response form. Flexible dropdown Allow the user to select an answer from a list originating from data sources or input a different answer in the response form. Data Connector Allow the user to select an answer from a list originating from external data sources in the response form. Checkbox Allow the user to check or uncheck a checkbox in the response form. Header Add guidance or supportive description in the response form. Description Add guidance or supportive description in the response form. - Fill in the details and click Add to form.
- Repeat the above steps as many times as required to create the necessary form.
Note
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Add smart fields to the template
Based on the information that should be inserted into the smart template, the relevant smart fields should be added to the template through the Template tab.
Note
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- In Template Designer, navigate to the Template tab.
- In the template, place the cursor or select the area where the smart field should be inserted.
- In Template Designer, click on the relevant smart field:
Type Description User profile Insert user profile information in a template. Form responses Insert answers from the response form in a template. Data Insert specific data from a data source in a template. External data Insert specific data from an external data source in a template. Text elements In Word only. Insert dynamically text elements from the Library in a template. Slide(s) In PowerPoint only. Insert dynamically slides from the Library in a template. Custom text binding Insert custom text bindings to accommodate specialized use cases. Custom inline binding In PowerPoint only. Insert custom inline bindings to accommodate specialized use cases. Custom chart binding Insert a Microsoft Office chart with data in a template. Custom repeating group Insert specific items from an array based on variable data input to accommodate adaptive sections in specialized use cases. Repeating item Only displayed when Custom repeating group is used. Insert specific items from an array based on variable data input to accommodate adaptive sections in specialized use cases. Group In Word only. Group elements to adjust their visibility. Custom image binding Insert custom image bindings to accommodate specialized use cases - Fill in the details and click Add to template.
- Repeat the above steps as many times as required to create the necessary smart fields.
Note
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Set template settings and properties
In addition to smart fields, specific template settings and properties can be added to a smart template through the Advanced tab. In order to use the Advanced tab, understand the binding syntax to generate the expected result.
- In Template Designer, navigate to the Advanced tab.
- Click + Add property and select the desired setting or property:
Type Description Color theme Apply color themes to a template. Document Name Set the name of a template. Image Header In Word only. Set the image header of a template. Page Setup In Word only. Set the page layout of a template. Header Footer In Excel only. Set the header or footer of a spreadsheet. Proofing Language Set the proofing language of a template. Custom Document Property Set a custom document property in the metadata of a template. Custom XML Value Set a custom XML value in the metadata of a template. Custom XML DateTime Value Set a custom XML value in the metadata of a template. Custom XML Managed Metadata Set a custom XML value in the metadata of a template. Document Property Set a document property in the metadata of a template. - Click Add to document.
NoteUse functions, conditions, and operators to create complex bindings in template settings and properties. |
Upload template and verify it is behaving as expected
Once the smart template contains all the desired questions in the response form, smart fields, and template settings and properties, it is recommended to verify that the template is behaving as expected before deploying it to all relevant users.
- In Admin Center, navigate to the relevant Library.
- Navigate to a (filtered) folder or create a (filtered) folder.
- Upload the smart template into the folder.
- Access the Library Web App or the relevant application.
- Create the smart document, presentation or spreadsheet and verify its behavior
- The response form behaves as expected.
- Smart fields are created as expected.
- The template settings and properties are generated as expected.
TipThe response form can be tested within Template Designer directly by using the Preview form button in the Form tab. |
Distribute the template to all relevant users
Once the smart template is verified, it can safely be distributed to end-users. To do so:
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