Prepare Word and PowerPoint templates – Applaud Support

A template defines the layout and content of the finished document, including tokens for dynamic values. Create the template in Microsoft Word or PowerPoint, upload it to the Document Template model, and use it in a document-generation tool.

For an overview of how document generation works, see Understanding document generation.

Supported file types

Format	Extension	Best for
Word	.docx	Letters, certificates, and forms
PowerPoint	.pptx	Presentation decks

Create a template

Create the document layout in Microsoft Word or PowerPoint, including any letterhead, logos, tables, and static text.
Insert tokens wherever dynamic content should appear. A token is a variable enclosed in braces, such as {employee_name} or {date_of_joining}.

Use token names that match the variable names supplied by your agent or workflow. Choose either snake_case or camelCase and use the same naming convention throughout your templates and tool configuration.

Example

An employment certificate might include the following template:

{letter_date}

Dear Sir/Madam,

This is to certify that {employee_name} is employed by {company_name}.

Date of joining: {date_of_joining}
Job title: {designation}

Yours sincerely,

{signatory_name}
{signatory_title}

Best practices for creating templates

Best practice	Why it matters
Type each token as continuous text	Don't apply different formatting within a token. Word can split tokens across formatting boundaries, preventing them from being recognized.
Match variable names exactly	Token names must match the names supplied by the document-generation tool.
Include branding in the template	Add logos, letterheads, and other static branding directly to the document.
Use native Office layout tools	Create tables and layouts using Word or PowerPoint features instead of HTML-based formatting.
Test with sample data	Generate a document using known values before publishing the template.
Check headers and footers	Tokens in headers, footers, and slide masters are supported. Follow the same continuous-text rule.

Add tokens

Tokens tell document generation where to insert dynamic values.

Simple tokens

Use a token to insert a single value.

{employee_name}
{designation}

If no value is available, the token is replaced with blank text.

Loops

Use loops to repeat content for each item in a list.

{#benefits}
- {.}
{/benefits}

Within a loop, {.} represents the current item. If the list contains objects, reference their properties instead.

{#positions}
{title} — {location}
{/positions}

Lists can contain up to 5,000 items. Filter or summarize larger datasets before generating the document.

Conditional sections

Use conditionals to show or hide content.

{#has_bonus}
Annual bonus: {bonus_amount | currency:'USD'}
{/has_bonus}

Use an inverted section to display content only when a value is false.

{^is_contractor}
Permanent employee benefits apply.
{/is_contractor}

Format values

Apply a formatter by adding a pipe (|) after a token.

{hire_date | date:'long'}
{salary | currency:'GBP'}
{start_time | time:'short'}
{last_updated | datetime:'medium':'short'}
{headcount | number:'integer'}
{completion_rate | percent:'1dp'}
{is_eligible | boolean}
{skills | list:'and'}

Dates, times, numbers, and currency are formatted using the employee's language and regional settings.

Date and time

Use the following styles:

short
medium
long
full

Calendar dates (YYYY-MM-DD) remain on the same calendar day. Date-time values are adjusted for the employee's timezone.

Numbers

Style	Example
default	Localized number
integer	Whole number
1dp / 2dp	Fixed decimal places
compact	15K

Currency

Currency formatters require a currency code.

{salary | currency:'GBP'}
{salary | currency:'EUR':'code'}

Display values as a symbol (default), ISO code, or currency name.

Percent

Percent values use ratios.

For example, 0.125 becomes 12.5%.

Boolean

Boolean values are displayed as localized Yes or No.

Lists

Join array values with localized conjunctions.

Style	Example
and	Pension, Healthcare, and Life Assurance
or	Passport, Driving License, or National ID

Automatic formatting

If you declare field types in the document-generation tool, tokens without explicit formatters can be formatted automatically.

Declared type	Token	Default formatting
Date	{hire_date}	Medium date
Date and time	{last_login}	Medium date, short time
Time	{shift_start}	Short time
Boolean	{is_manager}	Yes / No
Array	{departments}	Localized list

Explicit formatters in the template always override automatic formatting.

Unsupported template features

The following template features aren't supported:

Feature	Example
HTML rendering	{%%html ...}
Charts	{%%chart ...}
Dynamic images	{%image ...}
Excel generation	{%xlsx ...}
Slide duplication	{%pptxSlide ...}
Sub-templates	{%subtemplate ...}
QR codes	{%qrcode ...}
HTML styling	{%html-styling ...}

Use standard Word and PowerPoint features, including static images, tables, and layout.

Related to