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How to create or modify templates in Word

How to create or modify templates in Word

Make System One work for you by creating custom Word templates for your agency.

Word templates save you time by using System One data to instantly generate custom documents such as itineraries, contracts, invoices and more. Creating and styling templates takes a little time, but you only need to do it once!

Before we begin, make sure you have access to the latest version of Microsoft Word.

This guide comprises of five parts

  1. Accessing templates on System One
  2. Building or modifying Word templates
  3. Uploading Word templates to System One
  4. Testing and troubleshooting Word templates
  5. Sample document templates

1. Accessing templates 

This section explains how to access the most common types of templates used on System One - itineraries, contracts and invoices.

To access templates on System One:

1. Log in to System One.
2. Access templates by navigating to Template Settings via the top right menu.

3. Then it depends on which type of template is required:

a. For itinerary templates, navigate to Word templates for detail view > Shows
b. For contract templates, navigate to Word templates for detail view > Contracts
c. For invoice templates, navigate to Word templates for detail view > Invoices

If you have previously uploaded templates, you will find them in the respective section.

2. Building or modifying Word templates

Before building or modifying your templates, it’s helpful to understand what merge fields are.

Merge fields are used to link information from System One with your template. Each date field in System One has a unique merge field code. For example the merge field code for the Artist name is «AppRel1Name». By adding this merge field code into your Word template, the document generator pulls the Artist name from System One, and places it in your document.

System One merge field codes

You can view all System One merge field codes here.

Let’s begin creating your template:

1. When you are modifying an existing template, first locate the template on System One, then download the document and open it with Microsoft Word.

When you’re creating a new template, open a new Microsoft Word file to start from scratch or use one of the sample templates that you can download at the end of this guide.

EXPERT USER TIP

If you want to create a new template and keep your existing styling (fonts, layout, logos, etc), we recommend that you copy an existing template on System One, rename it, download it and use that document as a basis to work from.

2. Find your required System One merge field code by accessing the System One Merge Field Code lists here. Note, make sure that you are logged onto your System One account to see all the available merge fields.

EXPERT USER TIP

To quickly find merge field codes, use your browser’s find bar. (Shortcut: Control+F on Windows or Command+F on Mac)

3. Next, to add a new merge field to your document template, first click in the document where you want to add the merge field, then:

When using Windows:

I. Navigate to the Insert tab
II. Open Quick Parts and select Field

III. Choose:
a. Categories: (All)
b. Field names: MergeField


IV. Then in Field Name, type or paste your required System One merge field code
V. Click OK to add your merge field to your document

When using Mac:

I. Select Insert > Field

II. Choose:
a. Categories: (All)
b. Field names: MergeField

III. In Field Codes, type or paste your required unique merge field code after MergeField

IV. Click OK to add your merge field to your document

4. To modify existing merge fields on your document, find your required System One merge field code from the lists here.

When using Windows:

I. Right click on the target merge field, click Edit Field

II. Change the System One merge field code in Field Name

III. Click OK

If using Mac:

I. Right click on the target merge field, then click Toggle Field Codes

II. The merge field will expand in the document
III. Change the System One merge field code (the part after MERGEFIELD and before the \)

IV. Right click on the merge field again and click Update Field

5. Repeat this process until you’ve added/modified all of your merge fields.

6. Now use Word’s standard styling tools to style your templates according to your agencies styling guidelines.

7. Finally, save the template.

3. Uploading templates to System One

Once you’ve finished with your template, it’s time to upload it to System One.

1. Log in to your System One Account

2. Access templates by navigating to Template Settings

3 . Under Template Settings select the section which matches template you’ve built:

a. Itinerary templates should be uploaded in Word templates for detail view > Shows
b. Contract templates should be uploaded in Word templates for detail view > Contracts
c. Invoice templates should be uploaded in Word templates for detail view > Invoices

4. Then:

a. If adding a new template, click New, fill in the details, upload the template, then hit Save.
b. If modifying an existing template, click on the existing template from the list then upload your modified template by clicking Choose file.

5. Now your new template is ready to be used.

4. Testing and troubleshooting Word templates

We recommend that you test your new template to make sure it’s working correctly.

1. Navigate to the section in System One that corresponds with the type of template you have uploaded.
For example, if you created an itinerary, navigate to the show detail view.

2. If you have uploaded the template correctly, you should see your template in the corresponding part of System One.
For example we can find the itinerary template in the Generate document from template panel on an show detail view.

3. Click Download to download the document.

4. Open the document and check that the document data corresponds to the data you wanted to link using Merge fields.

a. If it does, great!
b. If it doesn’t, troubleshoot the error using the common reasons below.

Common reasons why templates are not working properly:

1. The merge field code is copy-pasted, not inserted:

For merge fields to work they must be inserted into the template using Microsoft Word’s Field tool.
Just copying the merge field code from the list and pasting it into the document will not link the System One data to your document.

To learn how to insert merge fields, see the section of this guide called Building or modifying Word templates

2. Template uploaded in wrong location:

Make sure you uploaded your document template in settings correctly:

  • Itinerary templates should be uploaded in Word templates for detail view > Shows.
  • Contract templates should be uploaded in Word templates for detail view > Contracts.
  • Invoice templates should be uploaded in Word templates for detail view > Invoices.

Still can’t make it work?


Contact our friendly support team for guidance.

5. Sample document templates

We provide a number of sample document templates which you can use as a basis. These templates must be carefully examined and modified to suit your agency's requirements. We recommend that you seek professional advice to ensure your templates meet all legal requirements applicable to you. 

Contract template

Invoice template

Itinerary template

Booking requests
add-a-booking-request-form-to-your-site
approve-booking-requests
booking-requests
change-artists-shown-in-a-booking-request-form
customize-booking-request-styling
Invoicing
bank-account-in-word-template
batch-modify-records
book-a-payment-on-an-invoice
change-the-currency-of-products
create-credit-note-for-the-full-amount
Availability check
how-to-hideunhide-artists-in-availability
how-to-use-the-availability-check
Bookkeeping
bookkeeping-code
bookkeeping-country
bookkeeping-currency
bookkeeping-update-january-2022
ledger-number
Email
date-and-time-formatting
define-your-spf-record
display-a-logo-in-an-email-signature
domain-authentication
edit-html-in-email-signature
Guest list
activating-a-guest-list
how-to-use-guest-lists
Logistics
itinerary-for-a-show
linked-travel-items-in-email-template
Exporting data
excel-templates
exporting-to-excel
product-type-84d1e
share-artist-schedule-with-another-system-one-client
Files
download-a-selection-of-files
how-much-storage-space-do-i-have-available-in-my-account
make-files-visible-to-external-users
what-are-system-wide-files
Personal settings
display-a-logo-in-an-email-signature
edit-html-in-email-signature
Setup
artist-profile
artists-visible-in-mobile-app
import-my-existing-contacts
promoter-profile
venue-profile
Products
change-the-currency-of-products
ledger-number
product-type-84d1e
unit-in-product
vat-rates
Shows
batch-modify-records
can-external-users-change-show-data
change-multiple-shows-at-once
change-the-currency-of-products
exchange-rates
Address book
batch-modify-records
brnnysund-register-integration
cant-find-address-on-map
company-email-migration
company-with-a-different-postal-address
Word templates
available-merge-fields
bank-account-in-word-template
date-and-time-formatting
esign-ready-template
how-to-create-or-modify-templates-in-word
Advancing
invitation-accepted-by-someone-else
managing-advancing-templates
send-an-advancing-request
what-are-personal-message-templates
what-is-advancing
User management
cant-change-username
create-an-account-for-a-developer
create-an-external-user-account
create-an-internal-user-account
deactivate-an-external-user
System settings
branding
configure-free-fields-shown-in-mobile-app
create-an-external-user-account
create-an-internal-user-account
managing-free-fields
iCalendar
changes-in-system-one-are-not-appearing-in-google-calendar
customize-icalendar-content-with-icalendar-templates
how-to-create-an-icalendar-feed-for-a-user
how-to-view-an-artists-events-on-external-calendars
icalendar-feed
Mobile app
accessing-files-offline-on-ios-devices
accessing-files-offline-on-android-devices
artists-visible-in-mobile-app
configure-free-fields-shown-in-mobile-app
is-there-a-mobile-app
Your website
add-a-booking-request-form-to-your-site
api--with-shows-in-json-format
create-an-account-for-a-developer
embed-shows-on-squarespace
embed-shows-on-wix
Integrations with other systems
add-a-booking-request-form-to-your-site
brnnysund-register-integration
connected-accounts
export-email-addresses-for-mass-mailings
google-places-integration
Contracts
batch-modify-records
change-the-currency-of-products
document-with-multiple-shows
how-to-delete-a-contract
Subscription
can-i-pay-my-subscription-by-invoice
change-my-billing-details
configure-payment-method
frequently-asked-questions-on-pricing
read-only-subscription
Google calendar
changes-in-system-one-are-not-appearing-in-google-calendar
subscribe-to-an-external-google-calendar
Free fields
configure-free-fields-shown-in-mobile-app
free-field-permission-profile
i-have-many-free-field-profiles-after-the-july-2021-update
Requirements
requirements-to-use-system-one
Flights
airports-database
Security
connected-accounts
help-with-sign-in
sharing-user-accounts
sign-in-with-facebook-removed
support--security
eSign
artist-rider-in-esign
can-i-have-my-own-signature-already-on-esign-documents-that-i-sent-out
change-something-specific-in-a-document
create-account-from-esign
do-i-need-another-esignature-service
Bank account
bank-account-in-word-template
setting-up-a-bank-account
Artist
artist-profile
artists-visible-in-mobile-app
change-artists-shown-in-a-booking-request-form
display--hide-artist-in-filters
how-to-hideunhide-artists-in-availability
Timetable
timetable-in-email-template
timetable-in-icalendar-template
timetable-in-word-template
what-is-a-timetable