Generate documents from a template

AVEVA Contract Risk Management includes a mail merge type functionality which allows company users to send documents to contractors populated with the contractors' personal information (i.e. name, position and contact details). This is done using the field generation feature. See Document generation with Microsoft Word for more information on configuring document fields.

Note Documents generated from templates are always .docx files.

Note From AVEVA Contract Risk Management 8.2, only one type of template is available, based on the previous multi-recipient template. Single recipient templates from previous versions of AVEVA Contract Risk Management have been retained in upgraded systems and are marked as deprecated. The originals can be edited in the reference library so that they can be used as new document templates for the updated functionality.

To generate a document from a template:

1. From the relevant Add Document or Add Attachment menu - for example, in a communication, library, or tender schedule item - select Generate Document from Template.

   The Generate Document from Template page is displayed.

Step 1: Complete details

2. Click the icon.

   The Add a Document Template window is displayed.

3. Select the template category in which the template is stored from the Select a Document Category drop-down list.

   All template documents within that category are listed.

4. Select the templates you want to add.

5. Click Add.

   The window closes and the template information

6. To mark the document as containing sensitive information, select Yes for Is Confidential. This restricts access to this document to only team members with confidential access enabled.

7. To allow any editing of this document to be tracked, select Yes for Enable Version Tracking.

Step 2: Select recipients (optional)

8. In the Select Recipients section of the page, all contractors that are associated with the item are listed.

   For tenders only, if there are no contractors associated with the tender, this section does not appear.

9. If multiple contractors as listed - for documents in tenders only - select the contractors for whom you want to generate a personalized document.

10. Use the drop-down lists in the Address and Contact headers to select the required contractor address and contact.

Step 3: Generate document

11. Click Save.

    The Generate Document Confirmation page is displayed.

12. Information is displayed for each document that has been generated.

    Check the document information details. Ensure that the document generation has been successful.

13. Click Close.

    Note If any errors were reported try deleting the document and re-generating it.