Word templates allow one-click document generation, automatically populated with Dynamics 365 data.
Link
For tips on creating Personal or System Templates, see the Using Word Templates article
Tip
This feature generates documents, on demand, for one record at a time.
For bulk document generation please see the Mail Merge Process article.
Supported versions of Word
|
Task |
Word Version |
|---|---|
|
Creating a Word template |
2013, 2016 |
|
Using a Word template |
2010, 2013, 2016 |
Personal vs System
There are two types of templates, personal and system.
Normal Users can only generate Personal Templates, which are visible to themselves, but can be shared.
Business Admins can generate System Templates, which are visible to everyone.
Sharing Templates
To share a Personal Template:
- Click Advanced Find
- Look for = Personal Document Templates
- Click Results
- Select the personal template and Click Share
- Click Add User/Team in the Share template window
- Click Select to add the user(s) to the Selected records list
- Click Add
- Select the Checkbox next to the user(s) name(s)
- Select all of the permissions you will grant to each user(s) for the template you are sharing
- Click the Share button at the bottom of the window
Deleting Templates
To delete personal document templates, do the following:
- Click Advanced Find
- For Look for, select Personal Document Templates
- Click Results
- Select the personal template and Click Delete
Renaming Templates
You may have noted that in each example, System Templates and Personal Documents, there is more than one template with the same or a very similar name. This is because Dynamics 365 does not overwrite the file with the same name, it retains the name and updates the date/time stamp of the file.
This is important to know to avoid confusion. Here are a couple of recommended “Best Practices”:
- Delete the template with the identical name before you upload an updated or corrected version
- Don’t forget to refresh the browser window where you will be launching the updated template to avoid seeing the old and new version
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If you need to keep variations of the same template, use a naming convention to distinguish templates with similar names
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Add a date, or a version number to the end of your template name eg. Template v2
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If you hover your cursor over any template name (form a Templates area or list from the entity record) the full name of the template will be display for a few seconds