Document Template

Written By: iSIMS Support

Last updated: September 25, 2025

Document Template

Introduction

iSIMS allows administrators to upload and manage Microsoft Word-based templates for generating customized documents such as acceptance letters, transcripts, and other student-related documents. These templates ensure consistency and efficiency across the institution.

Creating a Document Template

1. Develop the document in Microsoft Word.

   • Insert mail merge fields where student-specific data will be filled.

   • For guidance, see the Help Article: Click here.

2. Ensure the template is formatted clearly and consistently before uploading.

Uploading a Document Template

1. Navigate to Student Services > Document Templates.

2. Enter a Template Name.

   • To make the template visible on the Send Acceptance Letter page, the name must include “Acceptance Letter”.

3. Select the Department responsible for generating the document.

4. Select Document as the template type.

5. (Optional) Use the Content Area to add an email body template if the document will be sent directly to students via email.

6. Upload and save the template.

Generating Documents from Templates

• Once uploaded, templates will be available to staff with the appropriate permissions.

• Only users in the associated department will see and use the template.

• Templates can be used to generate documents either in bulk or for individual students.

Managing Templates

• If a template is no longer required, it can be deleted.

• Deleted templates will no longer be available for generating documents.

Best Practices for Designing Templates

To ensure documents are professional and consistent across the institution, follow these guidelines:

• Use Official Branding: Always include the institution’s logo, letterhead, and official fonts.

• Keep Layout Simple: Avoid excessive formatting; use standard margins and spacing for readability.

• Consistent Headers & Footers: Include contact details or disclaimers in the footer for official communication.

• Use Mail Merge Fields Carefully: Place fields in logical positions to avoid breaking the document layout.

• Test Before Publishing: Generate a sample document to confirm that merge fields populate correctly and the document looks professional.

• Version Control: Update and replace old templates instead of modifying live ones to maintain consistency.

Troubleshooting

1. Template not appearing in the list

   • Confirm the department matches the logged-in user’s department.

   • If it’s an acceptance letter, ensure the template name contains “Word Acceptance Letter”.

2. Mail merge fields not populating

   • Double-check that the field names in the Word template exactly match the available student data fields.

   • Re-upload the corrected template.

3. Document not generating correctly (blank or errors)

   • Ensure the template was saved as a Word document (.docx).

   • Verify the file is not corrupted by opening it in Word before upload.

4. User cannot access template

   • Confirm the user has the correct permissions.

   • Check if the template is assigned to a different department.

5. Outdated template still showing

   • Delete the old template under Student Services > Document Templates.

   • Upload the updated version.