Configuration of data fill parameters in document templates

Creation Date: May 01, 2024
Updated by: VNPT eContract's team

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The feature allows users to configure parameters within document templates. This functionality allows users to customize various settings of parameters such as selecting display text formatting, defining and configuring parameters within the document template.

Word document template

To use the feature of creating documents from a template, the template creator needs to set up data entry parameters in each document template and configure display parameters to support creating documents from templates and in batches. In each document template file, the creator needs to name the parameters and define the data entry parameters in the configuration table placed at the end of each document file according to the specified structure.

1. Naming parameters

• Naming structure of parameters: {{parameter_name}}
• Naming structure for parameters with unknown data to be filled and wanting to designate someone in the data entry process: {{fn.parameter_name}}

- Where:

• Each parameter will be placed within curly braces: {{}}
• parameter_name is the name of the parameter, should be written without spaces and without accents.
• fn. is a constant in case you want to designate someone in the data entry process for a specific parameter. n is a natural number {0, 1, 2, ...n} used to distinguish the participant in the data entry process.

tip

The format of the parameters will be the format of the values after being filled in the document. For example: if the parameter has an italic and red format, then after being filled with data, the values will also have a format similar to the parameter.

- Illustrative images of parameters in the document template

2. Configuration of signature frames

• Use the Insert -> Text Box -> Draw Textbox feature in MS Word to draw the signature frame at the position where the signature is required on the document template file

  

• Naming structure to determine the position of the signature frame: [[sx]]

- Where:

• Each signature frame symbol will be placed within square brackets: [[]]
• s is a constant that must not be changed. It is case-insensitive.
• x is a natural number {1, 2, …n}, where n is the number of signature frames in the document template. For each signing position, a corresponding numbered signature box is required. For example: signature frame [[s1]] is for the first signer, signature frame [[s2]] is for the second signer, signature frame [[s3]] is for the third signer, etc.

tip

• The size when drawing the signature frame on the document template file will be the size displayed on the signing screen interface.

• To determine the position of the signature frame, place the symbol in the middle of the drawing frame. Use "Middle Align Text" in Shape Format and "Center Alignment" (or the shortcut Ctrl + E) to center the positioning symbol within the signature frame.

  

• Avoid using spaces or the enter key to adjust the position of the symbol within the signature box, as this can misalign the position or cause the signature box to not be recognized after uploading the document template. Use the ‘Show paragraph marks and other hidden formatting symbols’ feature in Word to check and remove any enter characters or spaces if present.

  

- Illustrative images of configuring signature frames in the document template

3. Setting up the configuration table of parameters

If the document template does not have a parameter configuration table, the parameters will default to the text data type. This configuration table is used to set up parameters with advanced data types such as select, checkbox, and list.

- Parameters configuration table:

- Where:

• Field name is the parameter name placed within curly braces.
• Type is the data type, the data types that the system supports for configuration:
  • Text data: used for parameters that need to fill text content, numbers.
  • List data: used for parameters in table format, list format.
  • Select data: used for parameters with options to select one or more values to display for a specific parameter object.
  • Checkbox data: used for parameters with options to select one or more values to display for multiple specific parameter objects.
• Default value is the default value of the parameter when the user has not filled in the data. If there is no default value, leave it blank.
• Available values are the displayed values:
  • For "text" data: no need to fill in displayed values.
  • For "list" data: the displayed values are the columns of information in the table, or the rows of information that need to be displayed in the list.
  • For "select" and "checkbox" data types: the displayed values are the configured selection values of the parameter.
• Multiselect: Allow selecting multiple values or not? Choose "yes" or "no". If left blank, it will default to "No".
• Required: Is it mandatory to select or fill in for the parameter? Choose "yes" or "no". If left blank, it will default to "No".
• Display name: Display name of the parameter.

tip

Place the configuration table on the last page of the document template and add a “Page break” before this page to prevent data overflow.

- Illustrative images of setting up the configuration table of parameters in the document template

Download document template file

Users can download the document template for reference here