Overview: Active Documents uses two types of templates, content templates and master templates, to generate client-ready merge documents. This article explains what each template type does, how merge fields work, and how all of these components fit together at the point of document generation.
Understanding merge document
A merge document is the output produced when a content template and master template are combined with real client data at the point of generation. It is a fully rendered, client-specific document and not a template. It is saved to Active Documents as a Word file by default, with a published PDF copy created separately when the document is finalised.
Republishing a template does not affect documents already generated from it, changes only apply to new documents generated from that point forward.
Note: For step-by-step instructions on generating a merge document, refer to the support article: How to generate documents from templates.
Understanding template types
Active Document has three template types. Each plays a distinct role in how documents are structured and generated.
Master Template
A master template defines what a document looks like. It controls the visual layout applied to the generated document, independent of the content template used.
A master template sets:
Letterhead which is the firm's branded background applied to the first page and subsequent pages of the document
Page margins which is the printable area within each page, set independently for the first page and subsequent pages
Page numbers which controls whether page numbers appear, their format, and their position on the page
Note: For step-by-step instructions on how to create a master template, refer to the support article: How to create a master template.
Content Template
A content template defines the body or content of the document. Content templates are the starting point for any merge document.
When a document is generated, the content template determines:
What text and structure appears in the document body
Which system fields are used to pull in client and firm data automatically
Which custom prompt fields appear at the point of generation, prompting the user for manual input
Whether any conditional blocks are included; content that shows, hides, or switches based on field values
Content templates are created and managed in the Templates section of Active Documents. Only published content templates are available for document generation.
Note: For step-by-step instructions on how to create a content template, refer to the support article: How to create a content template.
When creating a new content template, users have the option to create either a Dynamic Merge Template or a Static Template.
Static Template
A static template is an uploaded file (Word, Excel, or PowerPoint) used as-is. Documents generated from a static template are an exact copy of the uploaded file.
Tip: Merge fields are not supported for static templates
Dynamic Merge Templates
A dynamic merge template is a template built with merge fields that automatically pull in details such as client name, address or dates, each time a document is generated. Custom prompt fields are also supported for information that needs to be entered manually at the point of generation.
Tip: Dynamic merge templates are the template type that supports the full merge fields feature set, including system fields, custom prompt fields, and conditional merge fields.
Content templates are created and managed in the Templates section of Active Documents. Only published content templates are available for document generation.
Understanding merge fields
Merge fields are placeholders inserted into a content template that are replaced with real data when a document is generated. They are what make a template dynamic, the same template can produce a correctly addressed, correctly dated, client-specific document every time it is used.
System fields
System fields are populated automatically from data already stored in the Active Platform. The user does not need to enter anything at the point of generation, Active pulls the data in on their behalf.
Examples include:
Client name, legal name, and ABN
Contact name and email address
Firm name, address, and partner details
Today's date and financial year
System fields are organised by category in the fields sidebar within the template editor and can be inserted directly into the template content.
Custom prompt fields
Custom prompt fields are created by the template author for information that varies per document and is not available as a system field. At the point of generation, the user is prompted to fill these in manually before the document is created.
Examples include fields for a specific fee amount, a notice period, a service start date, or any other detail the template author wants to capture at generation time.
Custom prompt fields can be set as required, if required, the user cannot proceed with generation until the field is filled in. They can also be given a default value to pre-populate the field.
Conditional merge fields
Conditional merge fields are blocks of content within a content template that show, hide, or switch based on the value of a system or custom field at the point of generation. They allow a single template to produce different content depending on the client or context, without needing a separate template for each variation.
There are three condition types: Show/Hide, If/Else, and Match Value.
Note: For detailed instructions on creating and configuring conditional merge fields, refer to the support article: How to create conditional merge fields.
How templates work together
When a document is generated in Active Documents, a content template and a master template are brought together to produce the final output. Understanding how they relate to each other helps when creating templates or troubleshooting generated documents.
What each template contributes
At the point of generation:
The content template provides the document body, which includes: text, structure, elements such as tables or images, and all merge fields. System fields are resolved automatically; custom prompt fields are filled in by the user during the generation steps.
The master template wraps the content with the firm's visual identity, which includes: introduction or sign off text, letterhead, page margins, and page numbers. These settings default to what was configured in the master template but can be adjusted for the individual document without changing the template itself.
When generating documents from a template, the two are merged together and rendered into the final document, resulting in a merge document, which is then filed in Active Documents under the Client.