Overview

Document Templates are Microsoft Word-based documents used to merge data from specific functional areas, such as permits, evaluations and compliance actions. Document templates are used to create letters, permits, inspection reports, or just about any other document. For more information on how to edit and format documents using Microsoft Word visit Microsoft Word Help Center.

In order to use the Document Template editor, the AceOffix browser plugin must be installed on the client desktop browser.  In addition, Microsoft Office must also be installed on the desktop.  

To edit document templates, navigate to Admin > Document Templates. This page displays a list of existing document templates; to edit a template, click the corresponding Open button. Or, to create a new template, click the Add New Document Template button. In either case, a page will display to configure the document template. To review an existing document template click on Preview or Edit to start editing the document template. If Preview or Edit is clicked, an AceOffix window opens (as the New Document Template or Edit Document Template page).

Editing a Document Template Using AceOffix

AceOffix window contains the Editor section, which displays the document itself as an editable Word document, along with a list of merge fields available for insertion into the document (Left Side). 

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Creating a document is the same as creating a document in Microsoft Word, the only change is the words or values that would change dynamically based on the Permit information, Inspection, or any other data that would be different from one document to another.

Insertable Fields Type

There are two types of fields, single insertable fields (nonbold), and Looping insertable fields (bold).

Single Insertable Fields

Listed in a nonbold typeface. To insert a field in the document, double click on any nonbold insertable fields from the list, a text will be inserted in the document (at the location of cursor) in the form of

<<[FieldName]>>

 this field will be changed to its corresponding value when previewing or generating the document. 

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Looping Insertable Fields

Which is listed as a bold insertable field in the list. The Bold insertable field, groups multiple fields that represent a table of values. For example, a site usually have multiple contacts associated with it, to insert in a document all contacts, double click contacts, a text will be inserted in the document (at the location of cursor) in the form of 

<<foreach [contact in contacts]>> <</foreach>>

 which will loop through all contacts available for that document. For more details on loops visit Using Loops in Document Templates.

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To display the items available within a bold insertable field, single-click on any bold insertable fields which will display the available fields.

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For more details on how to use loops in a document check Document Template Syntax Guide.

Document Template Possibilities

The Document template tool is a powerful tool which can regenerate complicated document based on logic and data sources, it can also perform data manipulation and calculations. Some of the codes that could be used in a document template can be found at Document Template Syntax Guide page.

Standard Document Template Fields

The table lists all of the standard document template fields for view-based data sources, Image Added the loop icon represents that the insertable field contains multiple fields and each field contains multiple data which will require a loop to display these data, check Using Loops in Document Templates:

Ui expand
expanded true title Document Template Fields
Ui expand title Application/Request Fields The view name for this data source in database is VW_SVC_DATASRC_APP_REQUEST_STDRD_NOPARSE Subject Area Insertable Field Name Description Submission Information Id System Submission ID SubmissionReferenceNumber Submission Reference Number SubmissionFormNumber nFORM submission number SubmissionFormName Form Name SubmissionFormType Action Type SubmissionActionType Submission Type (Application, Permit Change, etc..) SubmissionProjectName Project Name SubmissionReceivedDate Submission Received Date (yyyy-MM-dd HH:MM:SS) SubmissionCompleteDate Submission Completed Date (yyyy-MM-dd HH:MM:SS) SubmissionPriority Submission Priority SubmissionProcessDueDate Submission Due Date (yyyy-MM-dd HH:MM:SS) SubmissionReviewCompleteDate Submission Review Completed Date (yyyy-MM-dd HH:MM:SS) Submission Contact  (Tag associated with this Field??) (APPLCNT) ApplicantPrefix Applicant Prefix (Mr, Ms, Mrs., etc.) ApplicantName Applicant Display Name ApplicantFirstName Applicant First Name ApplicantLastName Applicant Last Name ApplicantAddress1 Applicant Address Line 1  ApplicantAddress2 Applicant Address Line 2  ApplicantCity Applicant City  ApplicantStateCode Applicant State (2 letters format) ApplicantZip Applicant Zipcode ApplicantPhone Applicant Phone formatted with Extension if available ApplicantTitle Applicant Title ApplicantOrganization Applicant Organization Assigned Staff SubmissionStaffWorkgroupName Assigned Workgroup Name SubmissionStaffDisplayName Staff Display Name who's the application is assigned to SubmissionStaffFirstName Staff First Name SubmissionStaffLastName Staff Last Name SubmissionStaffEmail Staff Email address SubmissionStaffPhone Staff Phone Number with extinction if available  SubmissionStaffOrganization Staff Organization Name SubmissionStaffWorkgroupSupervisorName Staff Supervisor Name System Info AgencyAcronym Agency Acronym AgencyFullName Agency Full Name SystemContactUrl Website address for agency contact information SystemName System Name SystemUrl System website address SystemIsProduction System is Production (1 or 0 values) Site SiteNumber Site Number SiteName Site Name SiteAddress Site full address, Address Line 1 Address Line 2 City, State Zip-Code SiteAddress1 Site Address line 1 SiteAddress2 Site Address line 2 SiteCity Site City SiteStateCode Site State (2 letters format) SiteZipCode Site Zipcode SiteTaxParcelNumber Site Parcel Id  SiteAddressComments Site Address Comments SiteOwnrshType Owner Type (Public, Private, etc..) SiteSicList Standard Industrial Classification Code (SIC) SiteNaicsList North American Industry Classification System Code (NAICS) Site Location SiteLatitude Site Latitude SiteLongitude Site Longitude SiteCounty Site County Name SiteFipsCode Site FIPS Code (Federal Information Processing Standard) Image Added Site Alt Name SiteAltNames_SiteAltNameTypeDescription Site Alternative Name Description (Master ID, Historical Name, etc..) SiteAltNames_SiteAltNameTypeCode Site Alternative Name Tag SiteAltNames_SiteAltName Site Alternative Name Description District Office DistrictOfficeName Name of District Office (Based on County defined in District Office Lookups) DistrictSupervisorName District Office Supervisor Name DistrictOfficeAddress District Office full address, Address Line 1 Address Line 2 City, State Zip-Code DistrictOfficeAddress1 District Office Address Line 1 DistrictOfficeAddress2 District Office Address Line 2 DistrictOfficeCity District Office City DistrictOfficeState District Office State (2 Letters Format) DistrictOfficeZip District Office Zip code DistrictOfficePhone District Office Phone formatted with Extension if available DistrictOfficeFax District Office Fax number Image Added Contact Contacts_ContactPrefix Contact Prefix (Mr, Ms, Mrs., etc.) Contacts_ContactFirstName First Name Contacts_ContactLastName Last Name Contacts_ContactName Display Name Contacts_ContactOrganizationName Organization Name Contacts_ContactTitle Title Contacts_ContactAddress1 Address Line 1 Contacts_ContactAddress2 Address Line 2 Contacts_ContactCity City Contacts_ContactState Contact State (2 letters format) Contacts_ContactZipCode Zip Code Contacts_ContactCityStateZip City, State Zip Code (Portland, OR 97239) Contacts_ContactEmail Email Contacts_AffiliationTypeCode Contact Affiliation Code, a List of types is configured in Admin → Lookups → Affiliation Types (Roles) Contacts_AffiliationTypeDescription Contact Affiliation Description, a List of types is configured in Admin → Lookups → Affiliation Types (Roles) Contacts_ContactPhone Phone Number Contacts_ContactPhoneExtension Phone Extension Contacts_ContactPhoneTypeDescription Phone Type (Home, Mobile, etc..) Permit Info PermitNumber Permit Number PermitVersion Permit Version this is the major version before the decimal (1.x) PermitRevision permit revision, this is the first decimal after the version (x.1) PermitNumberAndVersion Permit number and version eg. (PRMT0001 v 1.0) PermitCategory Permit Category PermitType Permit Type PermitStatus Permit Status (In Effect, Expired, etc...) PermitIssueDate Permit Issue Date (yyyy-MM-dd HH:MM:SS) PermitEffectiveDate Permit Effective Date (yyyy-MM-dd HH:MM:SS) PermitExpireDate Permit Expiration Date (yyyy-MM-dd HH:MM:SS) System Name Ui expand title Permit Fields The view name for this data source in database is VW_SVC_DATASRC_PERMIT_STDRD_NOPARSE Subject Area Insertable Field Name Description Assigned Staff AgencyContactOrganization Agency Contact Organization AgencyContactUserDisplayName Agency Contact User Display Name AgencyContactUserEmail Agency Contact User Email AgencyContactUserFirstName Agency Contact User First Name AgencyContactUserLastName Agency Contact User Last Name AgencyContactUserPhone Agency Contact User Phone formatted with Extension if available AgencyContactWorkgroupName Agency Contact Workgroup Name AgencyContactWorkgroupSupervisorName Agency Contact Workgroup Supervisor Name Compliance Staff ComplianceManagerDisplayName Compliance Manager Dipslay Name ComplianceManagerEmail Compliance Manager Email ComplianceManagerFirstName Compliance Manager First Name ComplianceManagerLastName Compliance Manager Last Name ComplianceManagerOrganization Compliance Manager Organization ComplianceManagerPhone Compliance Manager Phone formatted with Extension if available ComplianceManagerWorkgroupName Compliance Manager Workgroup Name ComplianceManagerWorkgroupSupervisorName Compliance Manager Workgroup Supervisor Name Image Added Contact Contacts_AffiliationTypeCode Contact Affiliation Code, a List of types is configured in Admin → Lookups → Affiliation Types (Roles) Contacts_AffiliationTypeDescription Contact Affiliation Description, a List of types is configured in Admin → Lookups → Affiliation Types (Roles) Contacts_ContactAddress1 Contact Address Line 1 Contacts_ContactAddress2 Contact Address Line 2 Contacts_ContactCity Contact City Contacts_ContactCityStateZip City, State Zip Code (Portland, OR 97239) Contacts_ContactEmail Contact Email Contacts_ContactFirstName Contact First Name Contacts_ContactLastName Contact Last Name Contacts_ContactName Contact Name Contacts_ContactOrganizationName Contact Organization Name Contacts_ContactPhone Contact Phone Contacts_ContactPhoneExtension Contact Phone Extension Contacts_ContactPhoneTypeDescription Phone Type (Home, Mobile, etc..) Contacts_ContactPrefix Contact Prefix (Mr, Ms, Mrs., etc.) Contacts_ContactState Contact State (2 letters format)  Contacts_ContactTitle Contact Title Contacts_ContactZipCode Contact Zip Code Contacts_FunctionalAreaId Functional Area Id Account code Id Id AccountVerificationCode Account Verification Code Permit Contact Info (Tag associated with this Field??) PermitteeAddress1 Permittee Address Line 1 PermitteeAddress2 Permittee Address Line 2 PermitteeCity Permittee City PermitteeFirstName Permittee First Name PermitteeLastName Permittee Last Name PermitteeName Permittee Display Name PermitteeOrganization Permittee Organization PermitteePhone Permittee Phone formatted with Extension if available PermitteePrefix Permittee Prefix (Mr, Ms, Mrs., etc.) PermitteeState Permittee State (2 letters format) PermitteeTitle Permittee Title PermitteeZip Permittee Zip District Office DistrictOfficeAddress District Office full address, Address Line 1 Address Line 2 City, State Zip-Code DistrictOfficeAddress1 District Office Address Line 1 DistrictOfficeAddress2 District Office Address Line 2 DistrictOfficeCity District Office City DistrictOfficeFax District Office Fax DistrictOfficeName Name of District Office (Based on County defined in District Office Lookups) DistrictOfficePhone District Office Phone formatted with Extension if available DistrictOfficeState District Office State (2 letters format) DistrictOfficeZip District Office Zip code DistrictSupervisorName District Office supervisor name Permit Info PermitApplicationDueDate Permit application due date (yyyy-MM-dd HH:MM:SS) PermitCategory Permit category PermitComments Permit comments PermitEffectiveDate Permit effective date (yyyy-MM-dd HH:MM:SS) PermitExpireDate Permit expiry date (yyyy-MM-dd HH:MM:SS) PermitIsAfterTheFact Permit is after the fact (1 or 0 value) PermitIssueDate Permit issue date (yyyy-MM-dd HH:MM:SS) PermitNumber Permit number PermitNumberAndVersion Permit number and version eg. (PRMT0001 v 1.0) PermitRevision permit revision, this is the first decimal after the version (x.1) PermitStatus Permit status PermitTerminationDate Permit Termination Date (yyyy-MM-dd HH:MM:SS) PermitType Permit Type PermitVersion Permit Version this is the major version before the decimal (1.x) Image Added Schedule Schedules_IsReoccurring Schedules is Reoccurring (1 and 0 value) Schedules_NumDaysBeforeDueAllowSubmission Number of Days before schedule submission is allowed Schedules_ScheduleAchievedDate Schedule achieved date (yyyy-MM-dd HH:MM:SS) Schedules_ScheduleDecisionDate Schedule decision date (yyyy-MM-dd HH:MM:SS) Schedules_ScheduleDueDate Schedule due date (yyyy-MM-dd HH:MM:SS) Schedules_ScheduleDueDateTypeDescription Type of schedule due date (as needed, specific due date, etc..) Schedules_ScheduleGroupName Schedule group name Schedules_ScheduleName Schedule name Schedules_ScheduleReceivedDate Schedule received date (yyyy-MM-dd HH:MM:SS) Schedules_ScheduleSequenceNumber Schedule sequence number Schedules_ScheduleStatusDescription Schedule status description (Received, Not Submitted, etc..) Schedules_SubmissionDecisionDate Schedule submission decision date (yyyy-MM-dd HH:MM:SS) Schedules_SubmissionDecisionDescription Schedule submission decision description Schedules_SubmissionReceivedDate Schedule submission received date (yyyy-MM-dd HH:MM:SS) Schedules_SubmissionVersionNumber Schedule submission version number Site SiteAddress Site full address, Address Line 1 Address Line 2 City, State Zip-Code SiteAddress1 Site address line 1 SiteAddress2 Site address line 2 SiteAddressComments Site address comments SiteCity Site city SiteNaicsList North American Industry Classification System Code (NAICS) SiteName Site name SiteNumber Site number SiteOwnrshType Site ownership type SiteSicList Standard Industrial Classification Code (SIC) SiteState Site state (2 letters format) SiteTaxParcelNumber Site tax parcel number SiteZip Site zip code Image Added Site Alt Name SiteAltNames_SiteAltName Site alternative name SiteAltNames_SiteAltNameTypeCode Site alternative name type code SiteAltNames_SiteAltNameTypeDescription Site Alternative Name Description (Master ID, Historical Name, etc..) Site Location SiteCounty Site county SiteFipsCode Site FIPS Code (Federal Information Processing Standard) SiteLatitude Site location Latitude SiteLongitude Site location Longitude Submission Info SubmissionActionType Submission Type (Application, Permit Change, etc..) SubmissionCompleteDate Submission completed date (yyyy-MM-dd HH:MM:SS) SubmissionFormName Submission form name SubmissionFormNumber nFORM submission number SubmissionFormType Submission form type SubmissionProjectName Submission project name SubmissionReceivedDate Submission received date (yyyy-MM-dd HH:MM:SS) SubmissionReferenceNumber Submission referenced number System Info AgencyAcronym Agency Acronym AgencyFullName Agency Full Name full name SystemContactUrl Website address Agency website for agency contact information SystemName
SystemUrl	System website address

/

or 0 values)

Site

SystemName

SiteNumber

System name

Site NumberSiteNameSite NameSiteAddressSite Address (combine Address and Address 2)SiteAddress1Site Address line 1SiteAddress2Site Address line 2SiteCitySite CitySiteStateCodeSite State (2 letters format)SiteZipCodeSite ZipcodeSiteTaxParcelNumberSite Parcel Id SiteAddressCommentsSite Address CommentsSiteOwnrshTypeOwner Type (Public, Private, etc..)SiteSicListStandard Industrial Classification Code (SIC)SiteNaicsListNorth American Industry Classification System Code (NAICS)Site LocationSiteLatitudeSite LatitudeSiteLongitudeSite LongitudeSiteCountySite County NameSiteFipsCodeSite FIPS Code (Federal Information Processing Standard)

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Site Alt Name

SiteAltNames_Id_NoInOutSite Alternative Name IDSiteAltNames_SubmissionId_ParentId_NoInOutSite Alternative Submission Parent IDSiteAltNames_SiteAltNameTypeDescriptionSite Alternative Name Description (Master ID, Historical Name, etc..)SiteAltNames_SiteAltNameTypeCodeSite Alternative Name TagSiteAltNames_SiteAltNameSite Alternative Name DescriptionDistrict OfficeDistrictOfficeNameName of District Office (Based on County defined in District Office Lookups)DistrictSupervisorNameDistrict Office Supervisor NameDistrictOfficeAddressDistrict Office Address (Full addres with City, State, and Zipcode)DistrictOfficeAddress1District Office Address Line 1DistrictOfficeAddress2District Office Address Line 2DistrictOfficeCityDistrict Office CityDistrictOfficeStateDistrict Office State (2 Letters Format)DistrictOfficeZipDistrict Office Zip codeDistrictOfficePhoneDistrict Office Phone numberDistrictOfficeFaxDistrict Office Fax numberImage Removed

Contact

Contacts_Id_NoInOutContacts_SubmissionId_ParentId_NoInOutContacts_FunctionalAreaIdContacts_ContactPrefixContacts_ContactFirstNameContacts_ContactLastNameContacts_ContactNameContacts_ContactOrganizationNameContacts_ContactTitleContacts_ContactAddress1Contacts_ContactAddress2Contacts_ContactCityContacts_ContactStateContacts_ContactZipCodeContacts_ContactCityStateZipContacts_ContactEmailContacts_AffiliationTypeCodeContacts_AffiliationTypeDescriptionContacts_ContactPhoneContacts_ContactPhoneExtensionContacts_ContactPhoneTypeDescriptionSubmission InfoSubmissionReferenceNumberSubmissionFormNumberSubmissionFormNameSubmissionFormTypeSubmissionActionTypeSubmissionProjectNameSubmissionReceivedDateSubmissionCompleteDateSubmissionPrioritySubmissionProcessDueDateSubmissionReviewCompleteDatePermit InfoPermitNumberPermitVersionPermitRevisionPermitNumberAndVersionPermitCategoryPermitTypePermitStatusPermitIssueDatePermitEffectiveDatePermitExpireDate