Skip to main content

Participants - Generating participant documents

Azavista Support
Updated

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. Manually generating documents

 

1. Create a .docx (this is the only accepted format) document containing participant merge tags. Everything else in the document can be customized, see sample below.

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

 

Participant fields: {FIELD_NAME}, e.g. {first_name}, {participant_type}

Event fields: {event.FIELD_NAME},  e.g. {event.name}, {event.start}

 

Dear {first_name} {last_name},

Registered as a {participant_type} representing {company_name},

 

 

 

2. Upload the document inside the event, in the Documents module. Make sure to upload this document at Event level, and not Global level.

 

 

 

3. In the Fields manager (at global or event level), create a new field of type "document". It will be used to store the document generated for this one participant. You can give it the name of your choice.

 

 

 

4. In the Participants module, select (all of) your participants, click the actions menu, and select the option "Document".

 

 

 

5. 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, with the format [[participant.field_name]] (e.g. [[participant.first_name]]

 

 

6. Open the detailed view of a participant and search for the related field. Click on download to preview the document.

 

 

 

7. You may allow your participants to download this certificate via a form or webpage. Simply add the field onto a page (and make it read-only by locking it).

 

 

 

 

 

II. Automating the generating of documents

 

1. In the relevant workflow block, add a custom process "Engagement sequence" or "After registrations action".

  • "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 submit the forms in this workflow/stage

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

 

 

 

2. Similarly to the manual generation of a document, select the document to be used, in what document field will it be stored, and the name of the generated document (can include merge tags).

 

The documents will now be generated for each participant moving to the pre-arrival stage.

 

Related articles