How to Use the Word Template Feature in Microsoft Dynamics CRM 2016

How to Use the Word Template Feature in Microsoft Dynamics CRM 2016

Posted By
BDO

With the new release of Microsoft Dynamics CRM 2016 comes the ability to generate Word templates on individual records. This new functionality provides the flexibility for users to create easy to edit predefined Word documents that you can populate with Dynamics CRM data at the click of a button.

In this blog post, I will cover an example on how to create a custom Microsoft Word template to generate a Letter for contacts.

Step One: Creating a Word Template

  1. Navigate to the Contact Select a single contact record, and then click More () > Word Templates > Create Word Template.
  2. After clicking Create Word Template, click the Select EntityHow to Use the Word Template Feature in Microsoft Dynamics CRM 2016_1
  3. The relationship selection now appears. In this example, we are using only the fields on the contact entity, so we do not need to select any relationship entities. Click Download Template. A word file will be downloaded to your local computer with the exported entity included as XML data.  (For more information regarding entity relationships contact your CRM administrator).How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_2

Step Two: Enabling the Developer Tab

  1. Open the Word template file. The document will appear blank. To see and add XML data, you will need to enable the Word Developer tab.
  2. Go to File > Options > Customize Ribbon, and enable the Developer Click OK.How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_3
  3. The Developer tab now appears in the ribbon.

 

How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_4.jpg

Known Issues:

While editing the template, there are some issues to note that may cause Microsoft Word to freeze.

  • You insert a content control other than a picture or plain text.
  • You make a textual change, such as adding text or changing the capitalization to a content control. These changes can occur through Autocorrect as well. (making changes such as bolding is OK)

Turn off Auto correct to avoid issues and performance degradation

  1. Go to File > Options > Proofing > AutoCorrect Options
  2. Deselect Capitalize first letter of sentences and Automatically use suggestions from the spell checker.
  3. Click OK

Step Three: Defining the Word Template

  1. Click on the Developer Tab > Select XML Mapping Pane.How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_5
  2. The XML Mapping Pane will now appear on the right side of the Word document. Change the default XML schema to the CRM XML schema. It will begin with urn:Microsoft-crm/document-template/contactHow to Use the Word Template Feature in Microsoft Dynamics CRM 2016_6
  3. The attributes of the selected entities appear in the XML Mapping area. Expand the CRM Entity, right click the entity field and click Insert Content Control > Plain Text.

How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_7

The CRM entity field is added to the Word Template.

How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_8

Add any additional entity fields, add descriptive labels and text, and format the document. I have made an example letter below using the following content Controls:

  • fullname
  • telephone1
  • emailaddress1
  • address1_line1
  • address1_line2
  • address1_city
  • address1_stateorprovince
  • address1_postcalcode

How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_9

Step Four: Upload the Word Template Back into CRM

There are 3 ways that could be used to upload a Word template.

  • Navigate to Settings > Templates > Document Templates > Upload Template
  • Navigate to the Entity > Select a record > click more options () > Select Word Templates > Click Create Word Template > Click the Upload
  • Navigate to the Entity > Open a record > click more options () > Select Word Templates > Click Create Word Template > Click the Upload

Step Five: Generate a Document From the Word Template

  1. Navigate to the Contact Entity > Select a record > click more options (…) > Select Word Templates > Select the newly created Word Template (You may need to refresh your browser for the Template to appear)How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_10
  2. After you select your Word Template, CRM creates a Word document from the record you selected.

How to Use the Word Template Feature in Microsoft Dynamics CRM 2016_12

So there you have it, Word Templates are a great way to create standardized invoices, account summaries, form letters and more from your CRM records.


6 Email Marketing Design Tips - BDO resource
Free eBook! Our best email marketing strategies to increase your open and click rates.

BDO eBook - The Cloud Changes the Game

There are times in the course of your business when you have the opportunity to dramatically accelerate growth and improve day-to-day efficiencies. Recognizing

Download