How to insert specific data from an External Data Source in a template

About this article

This article will explain how to insert specific data originating from the tenant's external data sources through smart fields so it can be utilized to populate the smart template. 

• How to insert specific data originating from an external data source with smart fields
• External data smart field examples

Prerequisites

How to insert specific data originating from an external data source with smart fields

When building a smart template, the External data smart field can be utilized to inject the data from an external data source into the smart template. To create a External data smart field, it will be necessary to specify the column and the row of the external data source so the correct value can be inserted. Through this smart field, one can inject text, dates, numbers, or images (through a URL that does not require authentication). Creating a External data smart field can be achieved following these steps: 

1. In the Template Designer, navigate to the Template tab.
2. Select the location where the smart field should be inserted.
   In PowerPoint: select the desired shape. To avoid any conflicts between the shape and the text formatting in PowerPoint, we recommend to only adjust the formatting of the shape containing the smart fields. The text formatting will automatically be inherited from the shape.
   In Word: Place your cursor at the desired location in the template, or select the text that should be replaced by the smart field. If no text is selected when adding the smart field, the display name will be inserted and used as placeholder text.
3. Click Add smart field.
   This step doesn't apply if you are adding the very first smart field in the template.
4. Click on More.
5. Click on External data.
   All the external data sources available on the tenant will be displayed.
6. Select the column from the data sources that should be used in the smart field.
7. Optionally edit the Display Name.
   The display name will be displayed in the Template tab once the smart field has been added.
8. Manually type the External data source row.
   To specify the row from the external data source, one must type the value existing in this row in the first column of the external data source. In the example below (see screenshot and animations) this is the value '3' in the column 'CategoryID'.
9. Optionally, perform additional actions on the smart fields. 
   • Edit binding: Allow editing of the binding syntax to tailor the smart field to specific needs by utilizing  functions, conditions, and operators to create more complex use cases. By default, the basic binding syntax will be used. 
   • Visbility: Edit the visibility of the smart field based on specific conditions. 
   • Allow updates: Allow the smart field to be updated after its generation when edited by the user through the document content updater. This option will not be visible if the document content updater is not enabled on the smart template. 
   • Remove and keep content: this will remove the content control will be removed upon document generation and will effectively disable the document content updater on the smart field. 
   • Format (for dates only) : Specify which date format should be utilized for this date in the template.`Additional date formatting can be achieved by editing the binding syntax and utilizing the FormatDateTime() function. 
10. Click Add to template
    
    • The smart field will be injected into the template and will be displayed in the Template tab.

External data smart field examples

The external data source used in the below examples is linked to a Custom Data Connector to Northwind (Base URL: https://services.odata.org/Experimental/Northwind/Northwind.svc/) - the external data source created based on this Custom Data Connector is called "Categories". In the two below examples. we will inject "Desserts, candles, and sweet breads" value into the templates.

Inserting the category description in a document in Word

Create a External data smart field linked to the Description column of the Categories external data source, using "3" as the External data source row value.

Inserting the category description in a presentation in PowerPoint

Create a External data smart field linked to the Description column of the Categories external data source, using "3" as the External data source row value.

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