Document Templates - Fentu Documentation

Overview

The Document Templates feature allows you to create professional document templates with dynamic content that pulls data from your Fentu FSM system. Using mail merge functionality, you can design templates for invoices, work order reports, service contracts, quotations, and any other documents your business needs.

Document Templates use mail merge technology - insert placeholder fields that automatically populate with real data when you generate documents, ensuring consistent, professional output every time.

When to Use Document Templates

Use Document Templates to create:

Work order completion reports for customers
Invoice and quotation templates
Service contract documents
Technician assignment sheets
Customer service summaries
Equipment maintenance reports
Parts inventory reports
Custom branded documents with company information

Document Templates Views

The Document Templates feature has three distinct views:

1. List View - Template Management

The List View shows all your document templates in a table format:

Element	Description
Document Templates Header	Page title and navigation
Search Box	Filter templates by name
Template Table	Lists all templates with columns for name and actions
Template Name Column	Click to view template details
Actions Column	Edit button (blue pencil icon) and Delete button (red trash icon)
Pagination	Navigate through pages if you have many templates
Rows Per Page	Dropdown to select how many templates to show (5, 10, 25, 50, 100)

Click on a template name to view its details, or click the blue edit icon to open the editor.

2. View Mode - Template Details

When you click on a template name from the list, you see a read-only view showing:

Template name and configuration
Object module
Document preview
Template structure and merge fields

This mode lets you review template content without accidentally making changes.

3. Edit Mode - Template Editor

When you click the Edit button (blue pencil icon) from the list or create a new template, you enter the comprehensive template editor with four main areas:

Template Header (Top) - Template name, module selection, and action buttons
Field Insert Panel (Left) - Browse and insert merge fields from three organized tabs
Document Editor (Center) - Full-featured Syncfusion word processor
Editor Toolbar (Top of Editor) - Advanced formatting and document tools

Navigating Between Views

Access List View

Navigate to Document Templates from the main menu (Service Apps section)

View a Template

From the list, click on any template name to view its details in read-only mode

Edit a Template

From the list, click the blue edit icon (pencil) to open the template editor

Return to List

Click “Cancel” from the editor or use the Document Templates menu item to return to the list

The View Mode is perfect for reviewing templates without risk of accidental changes. Use Edit Mode when you need to make modifications.

Edit Mode - Interface Details

The template editor provides a professional document design experience with multiple panels working together:

Top Bar - Template Configuration

Element	Description
Template Name	Editable text field for naming your template (e.g., “Work Order Completion Report”)
Object Module	Read-only display showing which module this template pulls data from (set at creation, cannot be changed)
Download Sample Document	Generates a PDF using selected sample data to preview how the template looks with real information
Save Template	Saves your template design, merge fields, and configuration to the system
Cancel	Discards unsaved changes and returns to the template list

The Object Module field is read-only after template creation. This ensures data integrity and prevents breaking merge field references.

Left Panel - “Select Field to Insert”

The left panel organizes all available merge fields into three tabs, making it easy to find and insert the data you need: Three Main Tabs:

Module Fields Tab - Fields from your selected Object Module and other available modules
System Fields Tab - Dynamic system-generated fields like dates and current user information
Related Fields Tab - Fields from modules related to your Object Module

Module Fields Tab Components:

Component	Function
Module Dropdown	Select which module’s fields to browse (defaults to Object Module)
Sample Data Section	Choose a sample record from your data to test merge field output
Fields Label	Header indicating the field list section
Field Search Box	Filter/search fields by name or label to quickly find specific fields
Clear Button (×)	Clears the search filter to show all fields again
Field List	Scrollable list of all available fields for the selected module
Field Buttons	Click any field to insert its placeholder at the cursor position in the editor

Use the Sample Data lookup to select a real record from your system. When you click “Download Sample Document”, the template will be populated with this record’s actual data, allowing you to test how merge fields render.

System Fields Tab Sections: The System Fields tab groups related fields into sections:

Section	Fields Available
Date & Time	Current Date, Current Time, Current Date & Time, Current Year
Current User	User Full Name, User Email, User Phone, User Job Title, User Department, User ID

Each field button displays:

Label - Descriptive name (e.g., “Current Date”)
Placeholder - Actual merge code (e.g., <!current_date>)

Related Fields Tab Components:

Component	Function
Related Lists Dropdown	Select which related module to pull fields from
Insert Relation Table Marker	Creates a table placeholder that repeats for each related record
Fields Label	Header for the related field list
Field Search Box	Filter related fields by name or label
Clear Button (×)	Clears the related field search filter
Field List	Scrollable list of all fields from the selected related module

Related fields use a different placeholder format: <!RelationName.field_name> to distinguish them from main module fields.

Center - Document Editor (Syncfusion DocumentEditor)

The center area is a professional-grade word processor powered by Syncfusion’s DocumentEditor component: Editor Features:

Full Page View - See exactly how your document will look when generated
WYSIWYG Editing - What You See Is What You Get - design with confidence
Merge Field Insertion - Click fields in the left panel to insert placeholders at cursor position
Rich Text Editing - Type regular text, format content, and arrange layout
Page Indicator - Shows current page and total page count at bottom of editor
Real-time Preview - See merge field placeholders as they’ll appear in the template

How Merge Fields Work in the Editor: When you click a field in the left panel, the editor inserts a placeholder at your cursor position:

Module fields: <!field_name>
System fields: <!current_date>, <!current_user.name>
Related fields: <!RelationName.field_name>
Related tables: <table!RelationName,1>

You can format these placeholders just like regular text (bold, color, alignment, etc.). The toolbar above the editor provides advanced document creation features: File Operations:

Tool	Function
New	Create a new blank document
Open	Load a .doc, .docx, .rtf, or .sfdt file into the editor
Undo	Reverse the last action
Redo	Reapply an undone action

Content Insertion:

Tool	Function
Image	Insert images (company logos, diagrams, signatures)
Table	Create tables for structured data (parts lists, labor hours)
Link	Add hyperlinks to web pages or email addresses
Bookmark	Create bookmarks for navigation within long documents

Document Structure:

Tool	Function
Table of Contents	Generate automatic table of contents based on headings
Header	Add headers that appear at the top of every page
Footer	Add footers that appear at the bottom of every page
Page Setup	Configure page size, margins, and orientation
Page Number	Insert automatic page numbering
Break	Add page breaks, section breaks, or column breaks

Advanced Features:

Tool	Function
Insert Footnote	Add footnotes at the bottom of the page
Insert Endnote	Add endnotes at the end of the document

The right-side vertical toolbar provides quick access to common text formatting options: Font Formatting:

Tool	Function
Font Family Dropdown	Select typeface (Arial, Times New Roman, etc.)
Font Size Dropdown	Set text size (8pt, 10pt, 12pt, 14pt, etc.)

Style Buttons:

Button	Function
B (Bold)	Make text bold
I (Italic)	Make text italic
U (Underline)	Underline text
Strikethrough	Add strikethrough effect
Superscript (x²)	Raise text above baseline
Subscript (x₂)	Lower text below baseline

Color Controls:

Tool	Function
Text Color	Change font color (color picker)
Highlight Color	Add background highlight to text

Paragraph Alignment:

Button	Function
Align Left	Left-align paragraph
Center	Center-align paragraph
Align Right	Right-align paragraph
Justify	Justify paragraph (align both left and right edges)

Indentation and Lists:

Tool	Function
Decrease Indent	Move paragraph left
Increase Indent	Move paragraph right
Bullets	Create bulleted list
Numbering	Create numbered list

The right-side formatting toolbar provides one-click access to the most commonly used formatting options, while the top toolbar offers advanced document structure tools.

Creating a New Template

Navigate to Document Templates

Access Document Templates from the Service Apps section

Enter Template Name

Type a descriptive name (e.g., “Work Order Completion Report”, “Service Invoice Template”)

Select Object Module

Choose which module this template pulls data from (Work Orders, Customers, Assets, etc.)

Design Your Document

Use the document editor to create your template layout

Insert Merge Fields

Add dynamic fields that populate with real data

Save Template

Click “Save Template” to store your template for reuse

Template Header

Template Name

Give your template a clear, descriptive name:

Good Names	Poor Names
”Work Order Completion Report"	"Template 1"
"Monthly Service Invoice"	"Doc"
"Equipment Maintenance Checklist"	"New Template"
"Customer Service Summary 2024"	"Untitled”

Use naming conventions that indicate the template’s purpose and which module it’s for. This makes templates easy to find later.

Object Module

The Object Module determines which type of data the template uses:

Module	Use For
Work Order	Work order reports, completion summaries, technician assignments
Customer	Customer profiles, service histories, contact sheets
Service Contract	Contract documents, terms and conditions, renewal notices
Asset	Equipment reports, maintenance logs, asset inventories
Invoice	Billing documents, payment receipts, statements
Quote	Quotations, estimates, proposals

You cannot change the Object Module after creating the template. Choose carefully based on what data you need to include.

Action Buttons

Button	Function
Save Template	Saves your template design and merge fields
Download Sample Document	Generates a PDF using sample data to preview output
Cancel	Discards changes and returns to template list

Field Insert Panel

The left panel lets you insert dynamic merge fields into your template:

Module Fields Tab

Insert fields from the selected Object Module:

Select Module Fields Tab

Click “Module Fields” if not already active

Choose Module (Optional)

Select which module’s fields to insert (defaults to Object Module)

Search for Field

Use the search box to filter fields by name

Click Field to Insert

Click any field to insert its placeholder at the cursor position

Common Work Order Fields:

Work Order ID
Customer Name
Address
Planned Date
Status
Type
Description
Priority
Assigned Technician

Example Usage:

Work Order: <<work_order_id>>
Customer: <<customer>>
Date: <<planned_date>>
Status: <<status>>

Field placeholders use double angle brackets <<field_name>>. When you generate a document, these are replaced with actual data.

System Fields Tab

Insert system-generated information that’s always available:

Date & Time Fields

Field	Output
Current Date	Today’s date (e.g., January 23, 2026)
Current Time	Current time (e.g., 14:30)
Current Date & Time	Combined date and time
Current Year	Current year (e.g., 2026)

Example Usage:

Report Generated: <!current_datetime>
© <!current_year> Your Company Name

Current User Fields

Field	Output
User Full Name	Logged-in user’s name
User Email	User’s email address
User Phone	User’s phone number
User Job Title	User’s position
User Department	User’s department
User ID	Unique user identifier

Example Usage:

Prepared by: <!current_user.name>
Email: <!current_user.email>
Department: <!current_user.department>

System fields are perfect for document metadata, signatures, and tracking who generated a document and when.

Insert fields from related modules (e.g., Customer data when creating a Work Order template):

Select Related Fields Tab

Click “Related Fields”

Choose Related Module

Select which related module to pull fields from (e.g., Customer for a Work Order template)

Browse Fields

The panel shows all fields from that related module

Insert Field

Click to insert related field placeholders

Example: Work Order Template with Customer Info

Customer Name: <<customer.name>>
Customer Phone: <<customer.phone>>
Customer Email: <<customer.email>>
Service Address: <<customer.address>>

Related fields let you create comprehensive documents without manually entering information that’s already in the system.

Document Editor

The center area is a full-featured word processor:

Text Formatting

Feature	Description
Font	Choose typeface and size
Bold, Italic, Underline	Standard text styling
Text Color	Set font color
Highlight	Background color for text
Alignment	Left, center, right, justify
Lists	Bulleted and numbered lists
Indentation	Increase/decrease indentation

Advanced Features

Tables

Insert tables to organize data in rows and columns. Perfect for itemized lists, parts inventories, or time tracking.Use Cases:

Parts used in a repair
Labor hours breakdown
Service checklist items
Pricing tables

Images

Add your company logo, product images, diagrams, or signatures. Images can be resized and positioned anywhere in the document.Tips:

Add logo in header for branding
Include equipment photos in service reports
Insert signature blocks for approvals

Headers and Footers

Create headers and footers that appear on every page. Great for company info, page numbers, and document dates.Common Uses:

Company name and logo in header
Page numbers in footer
“Confidential” watermarks
Document version info

Styles and Formatting

Apply consistent styling throughout your template using predefined styles (Heading 1, Heading 2, Normal, etc.).Benefits:

Consistent look and feel
Easy bulk formatting changes
Professional appearance

Inserting Merge Fields in Editor

Position Cursor - Click where you want the field
Select Field - Click a field in the Field Insert Panel
Field Appears - Placeholder inserts at cursor (e.g., <<customer>>)
Format As Needed - Apply bold, color, alignment to the placeholder
Continue Designing - Add more text and fields

Don’t modify the placeholder text (e.g., changing <<customer>> to <<Customer Name>>). This will break the merge functionality.

Sample Document Generation

Test your template with real data before deploying:

How to Generate a Sample

Select Sample Record

Choose a sample work order, customer, or record from your system

Click Download Sample Document

Button becomes enabled once a sample record is selected

Review PDF

Opens a PDF with your template populated with actual data from the sample record

Check Merge Fields

Verify all placeholders replaced correctly with real information

Revise if Needed

Return to editor to adjust layout, add missing fields, or fix formatting

Always generate a sample document before saving your template. This catches formatting issues, missing fields, and layout problems before you use the template in production.

What to Check in Sample Documents

Field Replacement

Ensure all placeholders were replaced with actual data (no <<field>> visible)

Formatting

Check that text alignment, fonts, and spacing look professional

Layout

Verify tables, images, and sections are positioned correctly

Page Breaks

Confirm multi-page documents break naturally, not mid-section

Example Templates

Work Order Completion Report

WORK ORDER COMPLETION REPORT

Work Order #: <<work_order_id>>
Date Completed: <!current_date>

CUSTOMER INFORMATION
Name: <<customer.name>>
Address: <<customer.address>>
Phone: <<customer.phone>>

WORK PERFORMED
Type: <<type>>
Description: <<description>>

Technician: <<assigned_technician>>
Status: <<status>>

Completed by: <!current_user.name>
Date: <!current_datetime>

Service Invoice Template

INVOICE

Invoice Date: <!current_date>
Customer: <<customer.name>>
Address: <<customer.address>>

Work Order: <<work_order_id>>
Service Date: <<planned_date>>
Service Type: <<type>>

Description:
<<description>>

Parts Used:
[TABLE with parts, quantities, prices]

Labor:
[TABLE with hours, rates]

Total: $<<total_amount>>

Payment Terms: Net 30
Company Logo [IMAGE]

Equipment Maintenance Report

EQUIPMENT MAINTENANCE REPORT

Asset: <<asset.name>>
Serial Number: <<asset.serial_number>>
Location: <<asset.location>>

Maintenance Date: <!current_date>
Technician: <!current_user.name>

Maintenance Performed:
<<maintenance_description>>

Parts Replaced:
<<parts_used>>

Next Maintenance Due: <<next_maintenance_date>>

Technician Signature: _________________

Tips and Best Practices

Design for Clarity

Use clear headings, sections, and white space. Documents should be easy to scan and understand at a glance.

Test with Multiple Records

Generate samples using different work orders, customers, etc. to ensure your template handles various data scenarios (long text, missing fields, etc.).

Include Company Branding

Add your logo, company colors, and branded header/footer to every template for professional, consistent output.

Use Tables for Structured Data

When displaying multiple items (parts, tasks, hours), use tables instead of paragraphs for better readability.

Add System Fields for Tracking

Include generation date, user who created the document, and timestamps for audit trails and record-keeping.

Name Templates Descriptively

Use clear, specific names so other users can find the right template quickly: “Monthly Maintenance Invoice” not “Template 3”.

Version Your Templates

Include version numbers or dates in template names if you update them frequently: “Service Contract v2.1”.

Consider Mobile Viewing

Many users will view PDFs on phones or tablets. Use readable fonts (12pt+) and avoid tiny tables or dense text.

Common Questions

Can I use the same template for different modules?

No, each template is tied to a specific Object Module selected at creation. If you need similar templates for Work Orders and Service Contracts, you must create separate templates for each.

What happens if a merge field is empty?

If a work order doesn’t have data for a field (e.g., no description), the placeholder will be replaced with blank space. Design your template to handle optional fields gracefully.

Can I include images dynamically from records?

Currently, images must be static (added during template design). Dynamic images from work orders or assets are not supported. You can add placeholders for users to manually insert images after generation.

How do I edit an existing template?

Navigate to the Document Templates list, find your template, and click “Edit”. Your template loads in the editor where you can make changes and save.

Can multiple users use the same template?

Yes! Once saved, templates are available to all users with appropriate permissions. This ensures consistent document formatting across your organization.

What format are generated documents?

Documents are generated as PDFs, which ensures consistent formatting and prevents editing after generation. PDFs can be emailed, printed, or stored in records.

Can I include conditional content?

Advanced conditional logic (e.g., “if priority is high, show this text”) is not currently supported. All merge fields are included in every generated document.

How do I delete a template?

From the Document Templates list view, select the template and use the delete option. Be cautious - deleted templates cannot be recovered.

Work Orders

Learn about work order data available for templates

Service Contracts

Create contract templates with service agreement data

Customers

Understanding customer data for mail merge

Assets

Equipment and asset information for templates

​Overview

​When to Use Document Templates

​Document Templates Views

​1. List View - Template Management

​2. View Mode - Template Details

​3. Edit Mode - Template Editor

​Navigating Between Views

​Edit Mode - Interface Details

​Top Bar - Template Configuration

​Left Panel - “Select Field to Insert”

​Center - Document Editor (Syncfusion DocumentEditor)

​Top Toolbar - Document Tools

​Right Panel - Text Formatting Toolbar

​Creating a New Template

​Template Header

​Template Name

​Object Module

​Action Buttons

​Field Insert Panel

​Module Fields Tab

​System Fields Tab

​Date & Time Fields

​Current User Fields

​Related Fields Tab

​Document Editor

​Text Formatting

​Advanced Features

​Inserting Merge Fields in Editor

​Sample Document Generation

​How to Generate a Sample

​What to Check in Sample Documents

Field Replacement

Formatting

Layout

Page Breaks

​Example Templates

​Work Order Completion Report

​Service Invoice Template

​Equipment Maintenance Report

​Tips and Best Practices

​Common Questions

​Related Documentation

Work Orders

Service Contracts

Customers

Assets

Overview

When to Use Document Templates

Document Templates Views

1. List View - Template Management

2. View Mode - Template Details

3. Edit Mode - Template Editor

Navigating Between Views

Edit Mode - Interface Details

Top Bar - Template Configuration

Left Panel - “Select Field to Insert”

Center - Document Editor (Syncfusion DocumentEditor)

Top Toolbar - Document Tools

Right Panel - Text Formatting Toolbar

Creating a New Template

Template Header

Template Name

Object Module

Action Buttons

Field Insert Panel

Module Fields Tab

System Fields Tab

Date & Time Fields

Current User Fields

Related Fields Tab

Document Editor

Text Formatting

Advanced Features

Inserting Merge Fields in Editor

Sample Document Generation

How to Generate a Sample

What to Check in Sample Documents

Example Templates

Work Order Completion Report

Service Invoice Template

Equipment Maintenance Report

Tips and Best Practices

Common Questions

Related Documentation