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How do I generate participant documents?

Azavista Support
Updated

Generating Custom Documents with Merge Tags

This article explains how to generate custom documents with merge tags for participants, and how to automate this process as part of workflows.

Download the certificate format sample:Click here to download

I. Step by Step Manually Generating Documents

1. Create the .docx Template

Create a .docx file (this is the only accepted format) containing participant merge tags. Everything else in the document can be customized.

Participant and Event fields can be added as merge tags using the following format:

  • Participant fields:{FIELD_NAME}
    Example: {first_name}, {participant_type}

  • Event fields:{event.FIELD_NAME}
    Example: {event.name}, {event.start}

Example:

Dear {first_name} {last_name},

Registered as a {participant_type} representing {company_name}, 

Dear {first_name} {last_name},

Registered as a {participant_type} representing {company_name},

2. Upload the Document to the Event

Upload the document inside the event, in the Documents module.

Make sure to upload this document at Event level, and not Global level.

3. Create a Document Field

In the Fields Manager (at global or event level), create a new field of type "document".

This field will be used to store the document generated for each participant. You can give it the name of your choice.

4. Generate the Document

In the Participants module:

  • Select (all of) your participants

  • Click the Actions menu

  • Select the option "Document"

5. Configure the Document Generation

In the popup window:

  • Select the .docx you uploaded

  • Select the type "Create certificates"

  • Select the document field

  • Name the document

You can use merge tags in the document name using the following format:
[[participant.field_name]]

Example: [[participant.first_name]]

6. Preview the Generated Document

Open the detailed view of a participant and search for the related document field.

Click on Download to preview the document.

II. Step By Step Automating the Generation of Documents

1. Add a Workflow Process

In the relevant workflow block, add a custom process:

  • "Engagement sequence"
    The document will be generated when the participant enters the workflow/stage.

  • "After registrations action"
    The document will be generated when the participant submits the forms in this workflow/stage.

In the example case, the document will be generated when the participant enters the Pre-arrival workflow.

2. Configure the Automated Document

Similar to the manual generation of a document:

  • Select the document to be used

  • Select in which document field it will be stored

  • Define the name of the generated document (can include merge tags)

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