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Step 5: Test Your Template

After mapping and generating a document template, you must ensure that it is retrieving data correctly by generating test documents.

Note: Make sure that you have the appropriate rights, as listed in Required TeamConnect User Group Rights.

To test a Document Generator template

  1. Select one of the following options to browse to the Document Templates folder:
    1. Using the Documents tab—Click the Documents tab. Click More Actions, and then click Generate Documents.
    2. Using the Documents page for a record—Open the appropriate record and click the Documents link in the left pane. In the toolbar, Click the Document Generator icon. The Document Generator screen opens and displays a list of available templates.
  2. Click the Select button for the template that you want to test.
  3. Make any appropriate selections and enter text input as defined by your template.
    For example, your template may require the user to select related objects or sub-objects.
  4. When the document generation is completed, click Preview Document.
  5. Open or save the file.
  6. Use the Successful Document Generation Checklist to verify that the document has been generated correctly.
  7. If the document is correct, click Save Document.

For more information, see Generating Documents Using TeamConnect Data.

Successful Document Generation Checklist

Use the following checklist when testing your generated document:

  • Make sure that you have adequate test data to use. For example, if the same contact records or data values are used repeatedly, or if values are missing, it may be difficult to distinguish whether data is being retrieved from the correct fields.
  • Make sure that the document generation process prompts you for all user input, related object selections, and sub-object selections.
  • View the generated document and make sure that there are no unpopulated merge fields.
  • Make sure that all of the merge fields retrieve data from the correct sources (for example, user input and TeamConnect data). No merge field is skipped unless there is no data to retrieve from the specified source.
  • If the template contains any if@ merge fields, make sure that the content inside the if@ merge fields is being generated only when the condition is met, and not when the condition is NOT met.
  • If the template contains any filter@ merge fields, make sure that they are retrieving data from all related records selected by the user.
  • If the template contains any loop@ merge fields, make sure that they are retrieving data from all of the correct related or sub-objects.

For more troubleshooting assistance, see About Document Generator and Troubleshooting Document Templates.

Modifying an Existing RTF File

You may need to modify the RTF of a template after you upload it, for example, to adjust the formatting or the merge field names, or to add or remove merge fields. You can modify an RTF without losing your mapping.

Caution: Do not delete the RTF from the Document Templates folder, or you will lose your mapping and will have to re-map all of the merge fields in the RTF. Deleting the RTF will also automatically delete the XML template.

To modify an existing RTF File

  1. Navigate to the Document Templates folder or sub-folder where the RTF is stored in the Documents area of TeamConnect.
  2. Check out the RTF. (Do not delete it, or you will lose all of the mapping.)
  3. Modify the RTF as needed. If you modify merge fields, keep in mind:
    • If you change the name of a merge field, it will no longer be mapped in the Data Mapping tool.
      The exception is if you change a merge field from a basic merge field with a custom name to an automatically mapped merge field (for example,
    • If you remove a merge field, the mapping will automatically be removed in the Data Mapping tool.
    • If you add a merge field, you will need to map it (unless it is an automatically mapped field).
  4. Check in the RTF in the Document Templates folder or sub-folder.
  5. Open the RTF in the Data Mapping tool (see Opening an RTF in the Data Mapping Tool).
  6. If any additional mapping is needed, perform the data mapping.
  7. Click Save Mapping and Generate XML Template.

    The Document Generator template is generated, with the new formatting and/or data mapping.

Modifying Existing Data Mapping

You can modify the mapping of an existing template that has been created using EasyDocs.

To modify the data mapping of an existing document template:

  1. Open the RTF of the document template in the Data Mapping tool. See Opening an RTF in the Data Mapping Tool.

    If there are any unmapped merge fields in the RTF, they are listed in the Merge Field drop- down list.
  2. Map any unmapped merge fields.
  3. To modify the mapping of an already mapped merge field:
    1. Select the mapped merge field's check-box and click delete.
    2. Click OK to confirm deletion of the mapping.
      The merge field appears as an unmapped merge field in the Merge Field drop-down list.
    3. Map the merge field.
  4. Click Save Mapping and Generate XML Template when you are finished modifying the mapping.

The template now contains the revised mapping and is ready for you to test it.

Deleting Template Files

As in any Documents folder in TeamConnect, you have the option to delete files in the Document Templates folder (if you have the rights assigned to you).

Keep the following in mind when you consider deleting template files:

  • If you delete an RTF from a Document Templates folder or sub-folder, both the DM mapping file and the XML template file (if you generated one) are also deleted and no longer available to end users for generating documents.
  • If you delete an XML template file, the RTF and any completed data mapping are retained.

    However, the document template will not be available for generating documents, because the RTF file alone does not provide a document template to end users.

    You can generate a new XML template for an RTF using the Data Mapping tool.
  • Deleting the DM file itself is not recommended. If you delete this file:
    • You will lose all data mapping between the RTF merge fields and TeamConnect data.
    • The Not Data Mapped icon will appear next to the RTF file, indicating that there is no mapping saved.
    • The XML template will not be deleted, and users can continue to generate documents using the template.
    • If you need to make any changes to the template, you will have to re-map the merge fields using the Data Mapping tool. See Locating the Data Mapping Tool for more information.
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