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Overview

Document templates are reusable documents that Nexudus fills in with customer and contract data when it generates a document. Instead of creating each membership agreement, licence or proposal from scratch, build the template once with merge fields where the personal details go, then generate finished documents from it for any customer. Templates come in three formats:

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How to access

Go to CRM → Tasks & documents → Document templates. The list shows each template’s Name, Format, and the location it belongs to.

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Create a template

1

Open the form

In CRM → Document templates, select Add template.
2

Choose the format

Pick the Document format. Microsoft Word (recommended) is the default.
3

Start from a document (Word only)

If you already have a Microsoft Word document you’d like to use as a starting point, upload it under Your document. The template name is filled in from the file name. You can also leave this empty and type the content directly in the editor.
4

Name it

Enter a Template name your team will recognise, for example “Private office licence”.
5

Save

Save the template. For Word templates you can now open the editor (below); for HTML and RTF templates, enter the content in the Contents field and save.
For Word templates, copy/paste your document’s content into the editor rather than uploading a heavily formatted file — it avoids formatting errors and saves time in the long run.

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Edit a template

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Word templates

  1. Open the template and click Launch editor. The template editor opens in another browser tab and can take a few seconds to load.
  2. Edit the document as needed.
  3. Under File, click Save.
When you close the editor tab, the Admin Panel picks up the changes automatically.

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HTML and RTF templates

Open the template and edit the Contents field directly, then save. You need to be comfortable with HTML or RTF syntax respectively.
Documents generated before you edit a template remain unchanged. Your edits apply to all new documents generated from it.

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Merge fields

Merge fields (also called dynamic fields) pull customer-specific information into the document each time it’s generated — for example, the customer’s salutation, company name, plan details or contract dates. To add one in a Word template:
  1. In the editor, click where you want the field to appear.
  2. Open the Data tab and click Insert Merge Field.
  3. Choose the master table (for customer documents this is Coworkers) and pick the field you want.
A few things to know:
  • Master table. For customer-facing documents the master table should always be Coworkers.
  • Custom fields. Any internal custom field on the customer is available as a merge field, so you can include data Nexudus doesn’t track by default.
  • Blank values. If there’s no data for a field on a given customer, the merge field stays blank in the generated document.
  • Virtual office data. On virtual office contracts you can also merge in Beneficiaries and Nominated recipients blocks, which pull in each person’s details as a list. See Onboarding and compliance.

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Test and preview

Generate a test document before you send a template to customers: pick a real customer and generate the document from the template, then check every merge field displays the right value. You can preview a document before saving it when you attach one to a customer from Documents.

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Use a template

Templates generate documents in three places:
  • Customer documents. When you add a document to a customer by contract, choose the contract and a Document template to use — Nexudus generates the document with the contract’s details filled in. See Documents.
  • Proposals. A proposal can include a document generated from a template for the customer to review or sign. See Proposals.
  • Contracts. Contract documents are generated from templates when a contract is created. See Contracts.

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Delete a template

Select the template in the list and use the delete action. Deleting a template doesn’t affect documents that were already generated from it — only future generation stops working until you reassign a different template.

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Troubleshooting

  • Formatting looks wrong after generating. Re-check the template in the editor — most issues come from pasting richly formatted content. Rebuild the affected section with plain text and re-add styling.
  • A merge field is blank in the generated document. The customer has no value for that field. Add the data to the customer’s record, or make the field optional in your wording.
  • I edited the template but old documents didn’t change. Expected — edits only apply to documents generated afterwards.
  • Documents — attaching, sharing and signing customer documents
  • Message macros — reusable message text with dynamic tokens
  • Proposals — offers that can include templated documents
  • Contracts — the contracts documents are generated from