When creating a document using a template that contains merge fields, this allows a vast selection of data stored within SME Professional to be automatically populated onto a document once generated.
The template documents page can be used to store and generate any templates that are not tenancy or landlord agreement templates. Examples of templates users can upload to the Template documents page include renewal letters, section 8/21 notices, memorandum of sale letters etc.
Note: There are specific pages within SME Professional where users can upload tenancy or landlord agreement templates.
1. Locating available merge fields
Go to Correspondence > Template Documents
Select a property from the Property dropdown (for sales merge fields, please ensure a sales property address is selected)
Click on the Example document data tab
An accordion menu listing the different categories of merge fields will appear
Click on a category name to see a list of the available merge fields within this category
The Field output example column will display how the data will be outputted if that merge field is used
For example, to locate a merge field that will pull through the landlord's name onto the generated document/email, open the Landlord merge fields category. There are several name merge fields to choose from, each listing the name differently. Use the Field output example column to locate the most suitable merge field.
2. Adding merge fields to a template
In Microsoft Word, open the template letter
Locate the required merge field following the steps above
Copy the merge field. Note, merge fields begin and end with a $
Within the Word document, locate where the merge field should be placed (ie where the data will pull through)
Within the Word document, right-click where the merge field is to be added and select Keep text only (the clipboard icon with the letter A)
Note: Pasting the merge field into the document as plain text ensures no unwanted formatting is pulled across.
Please find below a diagram depicting the use of merge fields in a template. The left image shows the template, including the merge fields and the right side shows the output.
Looking for a merge field that is not currently offered? Please click here for further information on our custom merge fields.
3. Uploading a new template
Go to Correspondence > Template documents
Click on the upload icon (
) Select Add files and locate the template to be uploaded
Click Start upload
Once uploaded, close the pop-up window and refresh the browser page. The newly uploaded template will now appear in the Select template dropdown
Video tutorial