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Auto-Insert Fields

There are a number of special fields that can be included in the source report templates (Word or Google docs) that will assist with automating information that is common to the reports.

They are used in the same way as Custom fields, to insert pre-defined text into an item content document (i.e. Google Doc or Word document) and need to be included in the appropriate item content templates for them to work.

The current special fields that have been created for general use are detailed in the table below, along with alternative wording that can be used if preferred. An explanation of each field follows the table.

Field Name Alternative Wording
{title} {title-do-not-remove}
{title-auto-inserted-by-system}
{title-will-be-inserted-by-system-do-not-remove}
{attachment-list} {attachment-list-do-not-remove}
Author Details
{author-name}
{department}
{position}
Meeting/Event Details
{meeting -type}
{meeting-date}
{meeting-time}
{meeting-duration}
{meeting-venue}
{meeting-location}
{meeting-room}

Note that with the exception of the {title} field the auto-insert fields above will only be applied if the option to do so is turned on in the document/template at the section level in the Auto Insert Fields panel. Refer to the Template Maintenance section of this user guide for more information.

title

In order to alleviate problems with pagination in the assembled document, caused because Doc Assembler normally inserts the Item titles at the beginning of each report, you can now optionally insert a placeholder field into the Item Content Template. The placeholder field should be added at the start of the report, where Doc Assembler will insert the title when the document is assembled. When the document is assembled the placeholder field will be removed. If you are using this option then do not use the Blank Lines After Title option, rather add any blank lines that you want to appear after the title directly into the template, following the placeholder.

The title placeholder should be formatted to match the formatting of the title that will be inserted: i.e. it should be formatted to match the appropriate Title style in the document/template Style Sheet - usually this will be the 2nd Level Title or 3rd Level Title.

Note that the title will always be inserted at the start of the item, regardless of where you put the placeholder i.e. this new option will not allow you to have the title inserted somewhere else in the report. This is simply a placeholder to take up the space that will eventually be occupied by the title that Doc Assembler inserts.

An example of how this might looks is shown below:

attachment-list

This field inserts a list of all attachments that have been added to a report, in the order in which they are listed.
The attachment list will be inserted by Doc Assembler when the document is assembled. It will be formatted using the font, font-size and line-height specified in the Text Editor Styles on the System Config page. There are two different formatting options for the attachment list:

  1. Indented – this option indents the numbered list based on the existing styles for numbered lists contained in the assembled Word document.

  1. Left Aligned – this option aligns the numbered list with the left margin and has a 1cm gap between the number and the attachment title.

Please note that the heading Attachments: in the screen shots above is a part of the Item Content Template – Doc Assembler only inserts the numbered list. The full attachment number is appended to the end of the attachment name to make it easier for Docs On Tap users to locate the attachment when they swipe in the list of attachments on the navigation side bar.

Author Details

The author details' fields will be inserted by Doc Assembler at the following time:

  1. Office 365 Customers: when a report item is created e.g. when an end user adds a new report on the Assignment Detail page or when a document administrator adds an item on the Document Assembly page.
  2. Google Customers: when the Save/Apply to Doc button is clicked in the custom fields panel from either the Assignment Detail page, by an end user, or the Document Assembly page by a document administrator.

These fields will take on whatever formatting is applied to the placeholder field text in the Item Content Template document.

author-name

This field inserts the name of the user creating the report item into the report. The user's name is specified on the User Maintenance page.

department

This field inserts the department of the user creating the report item into the report. The user's department is specified on the User Maintenance page.

position

This field inserts the position of the user creating the report item into the report. The user's position is specified on the User Maintenance page.

Meeting/Event Details

The meeting/event details' fields will be inserted by Doc Assembler at the following time:

  1. Office 365 Customers:
  2. When a new document is created on the Document Assembly page e.g. for the cover page/front page/ meeting notice.
  3. When a report item is created e.g. when an end user adds a new report on the Assignment Detail page or when a document administrator adds an item on the Document Assembly page.
  4. Google Customers: when the document is assembled from the Document Assembly page by a document administrator.

These fields will take on whatever formatting is applied to the placeholder field text in the Item Content Template document.

When a new document is created from the Document Assembly page the administrator is presented with the Meeting/Event Details set up for the selected template. The administrator has the option of editing those defaults for the document that is about to be created.

meeting-type

This field inserts the _name _of the Meeting Type specified in the Meeting/Event Details section of the document/template header.

meeting-date

This field inserts the date portion of the Meeting Date specified in the Meeting/Event Details section of the document header. The date will be formated based on the format string entered into the Meeting Date Format field, which is configured on the document/template at the section level in the Auto Insert Fields panel (refer to the Template Maintenance article for more information). Full details of the available format string options can be found here. Some examples of valid format strings are provided below:

Example Output Format String
Monday 5 July 2022 dddd d MMMM yyyy
5 July 2022 d MMMM yyyy
5/07/2022 d/MM/yyyy
meeting-time

This field inserts the _time _portion of the Meeting Date specified in the Meeting/Event Details section of the document header. The time will be formatted based on the format string entered into the Meeting Time Format field, which is configured on the document/template at the section level in the Auto Insert Fields panel (refer to the Template Maintenance article for more information). Full details of the available format string options can be found here. Some examples of valid format strings are provided below:

Example Output Format String
6:29 PM h:mm tt
6:29 h:mm
meeting-duration

This field inserts the Duration in minutes specified in the Meeting/Event Details section of the document header. A duration of 30 will be formated as "30 minutes".

meeting-venue

This field inserts the _name attribute _of the Venue specified in the Meeting/Event Details section of the document/template header.

meeting-location

This field inserts the _location attribute _of the Venue specified in the Meeting/Event Details section of the document/template header.

meeting-room

This field inserts the _name _of the Room specified in the Meeting/Event Details section of the document/template header.