Add data field tags to a document

You can use data field tags for variable data that you want to add to a document template. Add tags as placeholders in templates and when a document is generated, tags are automatically replaced by relevant data. For example, data such as the following can change every time you generate a document from a template:

  • Client name

  • Client address

  • Company name

  • Case ID number

In order to generate a document with the above data, you need to create tags in the Data Fields section of the document package designer. You then add the tags to your document template using the Tagger.

Create and edit data field tags

You can add and edit data field tags before you upload or create a document in your document package.

The Data fields pane is displayed when you open the document package designer.

To create tags:

  1. Click in the Tags field, and type in the name of the tag. For example, using the information above you would type in "Client Name".

  2. Click Add. Once you add the tag it appears in the Tags section, along with the ability to copy the tag.

  3. Create more tags as required.

  4. Once all of the tags have been added, click Save.

To edit tags:

  1. Click Data fields in the document package designer.

  2. In the Data Fields pane, click Edit.

Add field tags to a document

You can add data fields to your documents in two ways:

  • Within the Microsoft online editor (Recommended)

  • Outside the document package designer

Add data field tags within the document editor

The document editor opens when you edit document templates you create or upload to your document package. You can add tags to your documents within the editor, without having to switch tabs between the editor and the designer.

Nintex Documents add-in

The Tagger in the editor uses the Nintex Documents add-in, which requires authorization the first time you use it. Click Allow and Continue.

Note: This add-in can only be used to tag documents when using the editor in the Document Package designer. It does not allow tagging of documents in Microsoft Word (Desktop) and Microsoft Word Online.

To add tags to a document in the editor:

  1. In the document package designer, click Edit on a document.

    The document opens in a separate tab.

    In the editor, on the formatting ribbon, click Nintex Tagger.

    The Tagger pane is displayed.

  2. If you haven't already created tags in the Data Fields pane, you can create tags in the Tagger pane:

    1. Click in the Tags field, and type in the name of the tag. For example, using the information above you would type in "Client Name".

    2. Click Add. Once you add the tag it appears in the Tags section, along with the ability to copy the tag.

    3. Create more tags as required.

    4. Once all of the tags have been added, click Save.

  3. Add tags to your document:

    1. Click + next to a tag you want to copy. You can copy only one tag at a time.

    2. Paste each tag into a required location in your document. For example, the client name and address might go into the top-left hand corner of the document.

Add data field tags outside the document editor

If you have a template created outside the document package designer, you can add data field tags to it before you upload it to a document package.

  1. From the Data Fields pane, click the copy button next to a tag you want to add to the document. Only one tag can be copied at a time.

  2. Open the document you are going to be upload to the document package.

    Tip: If you have a screen large enough you can use the Windows functionality to display the Data Fields pane on one side of the screen and have the document open on the other side of the screen. That way you can easily copy each tag and add it into your document.

  3. Paste each tag into a required location in your document. For example, the clients name and address might go into the top-left hand corner of the document.

  4. After adding in all the required tags, save the document. You will then need to upload this document to the document package.

Add a tag to your document package settings

To add a field tag to the Output filename field in your document package settings:

  1. Create the tag in the Data Fields pane and copy the tag following the steps above.

  2. In Settings, paste the tag into the Output filename field. For example, add the tag <<custom_document_name>> to the field.