Create document templates
After you create a merge template in Microsoft Word, you need to make it available to users by attaching it to a document template in Delphi. Any time you need to make changes to your Word document, all you have to do is attach the updated file to the document template record, and it will automatically be available to users the next time they merge from an account, contact, booking, and so on.
To create a document template
- Do one of the following to open the New Document Template page:
- To create a property document template - On the Property page, go to the Document Templates related list and click New.
- To create a corporate document template - Navigate to Document Templates, and then click New.
- Complete the fields on this page as follows:
Document Template Detail Name The template name must be unique and contain both the document type and language, such as Group Contract, Catering Contract, Wedding Proposal or Group Contract (French),Catering Contract (French), and Wedding Proposal (French). You cannot have two templates with the same name at a single property.
Booking Event Select None - Booking events are not applicable to the merge document. Single- The user can select only one booking event for the merge document.
Multi - The user can select multiple booking events for the merge document.
Room Block Select None - Guestrooms are not applicable to the merge document. Single - The user can select only one room block for the merge document.
Multi- The user can select multiple room blocks for the merge document.
Booking Package Select None - Packages are not applicable to the merge document. Multi- The user can select multiple packages for the merge document.
Booking Other Income Select None - Other income items are not applicable to the merge document. Multi- The user can select multiple other income categories for the merge document.
Template Type The template type you select determines the type of information that can be merged into a document. This should match with the selection you specified when creating the template using the Merge Tool. Use the Advanced Booking template type to create contracts, proposals, and booking checks.
Master Source Corporate (available to all properties) or Property (available only to the selected property). Property If you're creating a property-specific template, find and select the property. For corporate document templates, leave this field blank. Active Select to make the template available to users when they are merging. Share with Delphi Select Only displays in a multi-module org. Select if this corporate template should be available to all properties using Delphi Select. (Master Source must be Corporate, and Template Type must be Advanced Booking). Advanced Booking Display Options The following options are available for the Advanced Booking template type only.
Display Cross-Property Events Includes cross-property booking events from multiple properties in a single contract or proposal. This option requires the Merge Add-In Tool version 3.6.9.4 or later, which includes the Property:Property template part field. Once this field has been added to an event table in the merge template, the document will display the name of the property where each event is being held. Hide Run of House Rooms Hide Occupancies without Rooms/Rates
Hide Room Types without Rooms/Rates
When selected, these options automatically exclude certain guestrooms from displaying in merge documents. This ensures that your customers see only the guestroom details that are relevant to their booking and saves you from having to manually modify every contract. This is especially helpful for properties that do not block ROH rooms or multiple occupancies. A few things to keep in mind:
- When you select the Hide Run of House Rooms check box, the ROH row will be hidden regardless of whether or not rooms have been blocked in ROH.
- If values have been entered for an occupancy on one room type, that occupancy will display for other rooms types regardless if rooms or rates have been entered.
- Click Save.
The Document Template page opens.
- If you're creating an advanced booking, BEO, or banquet check template, add the appropriate sections.
- In the Notes & Attachments related list, click Attach File.
The Attach File to Document Template page opens.
- Click Choose File, and then search for and select the appropriate Word template.
- Upload and attach the file.