Configure documents (Document generator)

You can generate merge documents from Profit and, if required, also save them in Profit as dossier items. Examples of merge documents are contracts and offers. Profit comes with many default merge documents.

Note:

Starting with Update 8, you need the PCC for the Document generator. The Document generator itself has also been renewed. In the Profit Help you can find more information about the new Document generator.

Content

Description

Using the Document generator, you can quickly generate form letters based on a document layout. This method is also known as 'merge' or 'mail merge'.

The document layout is a fully formatted Word document with fields that refer to the data from Profit. When generating letters, Profit replaces the fields with data from Profit, such as names and addresses. For each record (for example for each employee selected), a document is created.

Note:

If you want to generate documents of the ‘read-only’ type, you must also install the Microsoft Save as PDF or XPS patch.

Note:

You can use all Word versions supported by Profit. However, if you use the Document generator, Profit only generates the documents as Word 2007 files (.docx). That is why you have to install a compatibility pack if you are using an earlier version than Microsoft Word 2007. You can download it for free from the Microsoft website.

If you want to generate documents of the ‘read-only’ type, you must also install the Microsoft Save as PDF or XPS patch.

Generate documents

You can generate documents for (a selection of) employees or customers, for instance. This is the simplest approach, with which the generated documents are not saved in Profit.

Generate dossier items using a merge document

If you record a dossier item, you can immediately generate a document and save it in the dossier item. The following conditions must be met for this:

The dossier item type of the dossier item has been configured to generate documents.
The document layout must be based on a provided sample layout that is suitable for registration in the dossier.

Generate an e-mail message

You can generate e-mail messages based on a document layout.

Generate e-mail messages with attachments

You generate e-mail messages based on a document layout, with each email message getting an attachment that is also based on a document layout. This way, you can adjust both the e-mail message and the attachment to the recipient. This functionality is only available when generating dossier items. Therefore, the document layout must be based on one of the provided sample layouts.

Example:

You want to send a personalised e-mail message to some customers with a provisional quotation as an attachment. The quotation also needs to be personalised for the customer. In this situation, you use two document layouts: one for the e-mail message and one for the quotation.

You do not have to use document layouts for e-mail messages or attachments, but it offers a great deal of added value. You can also enter a fixed text for an e-mail (this is the same for each recipient). You can specify a file as an attachment instead of a document layout (the attachment will be the same for all recipients).

You must be authorised in order to manage documents.

Procedure

Add a document layout
Profits comes with sample layouts, but you cannot change them. You can add a new document based on a sample layout, another document or a data collection.
Edit a document layout
You add fields to the document layout and format them.
Add a sorting
You can sort generated letters by name and postal code, for instance. You specify the required sorting in the document layout, not while generating the document.
Work with data collections
If you cannot add a field to the document layout because the field is not available, add the field to a data collection.
Documents with subdocuments
If you want to add data from another data collection to a document layout, you can use a sub-document. The subdocument is a seamless component of the letter.