Word Template feature in Dynamics CRM 2016

By | February 1, 2016

The Word Template feature is introduced in the MS Dynamics CRM 2016. It is useful to create templates for enabling you to generate documents in a standardised format.

3 ways in which a word template can be created:

1. Navigate to Settings -> Templates -> Document Templates -> New -> Select Word Template and entity. This enables you to create a template for the entity which has been selected.

2. Navigate to entity. for e.g. for the entity, Quote. Navigate to Select a record -> click on more option (…) -> Select a Word Template and then click on “Create Word Template”

3. Navigate to entity for e.g., for the entity, Quote. Navigate to open a record -> click on more option (…)-> Select a Word Template and then Click on “Create Word Template”

Here are the steps to create a word template for the purpose of creating a Product Quotation template.

1. Navigate to entity e.g. If the entity is ‘Quote’. Navigate to select a record -> click on more option (…) -> Click on Word Templates -> Click on Create Word Template

2. Select a Word Template.

3. Select an entity from the drop down list, Filter by entity.

word template

4. Click the Select Entity button to select the corresponding relationship entity. Multiple relationship entities are selected. Here, the entities, ‘Quote Product’, ‘Account’ and ‘Contact’ are selected.

word templates

5. Click on the Download Template button. After the template gets downloaded, open a document in MS office. When a fresh document is opened, the Developer tab is disabled. So, before moving ahead, enable the Developer tab so that the attributes are included.

Steps for enabling the Developer tab.

word options

Navigate to the Word Template file -> Click Options -> Navigate to Customize Ribbon -> Check Developer Option and then click OK.

6. Click on Developer tab -> Select XML Mapping Plane. The XML Mapping plane appears to the right side of document.

7. Select the link urn:microsoft-crm/document-template/quote/1084/ from XML Mapping drop down list.

xml mapping

The attributes of the selected entities appear in the XML Mapping area.

word template-xml mapping

8. To create template format.

Steps for selecting the attributes for the document

For e.g, for, Effective date right click on the attribute, effectivefrom from XML Mapping -> select the Insert Content Control and then select the Date Picker option.

word template_quote

word template quote

Do not capital the first letter of logical name of attribute.

Make sure that the first letter of the logical name of the attribute is in the lower case. If first letter appears to be in upper case, then navigate to File option in Word Template -> select Option -> Select Proofing -> Click AutoCorrect Options.

word template auto correct option

Uncheck the option Capitalize first letter of sentences from Auto Correct tab and click on OK button.

capitalize first letter

9. Select the customer name then right click customeridname and select Insert Content Control and select the Plain Text option.

word template_quotation

10. To display the records of the sub-grid, create a table and insert the attribute from Insert Content Control option.

word template_example

11. To display all records of sub-grid, first select a row from table then right click relationship entity from XML Mapping and then select the Insert Content Control followed by the Repeating option.

word template_example

12. Save the document in .docx format.

13. 3 ways which could be used to upload a template:

Navigate to Settings -> Templates -> Document Templates -> UPLOAD TEMPLATE and then Browse the template.

NOTE: While uploading the word template through this step, the document is displayed in Word Templates under the Word Templates option.

Navigate to entity for e.g., for the entity, Quote -> Select a record -> click more options (…) -> Select a Word Template -> Click Create Word Template -> Click the Upload button -> browse the file.

Navigate to entity for e.g., for the entity, Quote -> Open a record -> click more options (…)

-> Select a Word Template -> Click Create Word Template -> Click the Upload button and browse the file.

NOTE: While uploading the document through the 2 ways mentioned above, the document is displayed in the Personal Word Template under the Word Template option.

14. In order to send the quotation to the customer, Select a customer record -> click more option (…) -> Select a Word Template -> Click Uploaded template for downloading the document. After opening the document, it would appear as per the screenshot mentioned below.Word template

NOTE: The word template feature is for a single record. In case of multiple records, the word template option is not displayed.

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8 thoughts on “Word Template feature in Dynamics CRM 2016

  1. ashish.rana2012@gmail.com'ashish.rana2012@gmail.com

    Hello,
    Want multiple write In products on same quote.
    Added Quote details as repeating.
    Still unable to see any record on word template.

    1. inogic Post author

      Hi Ashish,

      After making the Quote Details as Repeating, also make sure that you have mapped the fields from the Quote Details entity in the row were you want to see the data from CRM.

      Thanks,
      Sam

  2. Mez

    Thanks for your earlier replies.
    If I would like to group my products in a template so “goods” are in one table and “services” are in another, is that possible? It would be based on Producttypecode.

    1. inogic Post author

      Hi Mez,

      We are always happy to help our Dynamics CRM friends.
      To answer your question, User will not be able to create separate table using group by producttypecode. All products are displayed only in one table.

      Thanks!

  3. Mez

    Your QUANTITY field displays the values 1,00000 and 2,00000
    In the Mail Merge feature for Word you could format the fields so less digits would show in the document.
    Do you know how to do this for the XML fields?

    1. inogic Post author

      Mez,

      Right now the field formatting is not available at the word level.

      So you need to do that through the customizations in CRM i.e., by changing the precision at the field level.

      Thanks

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