Nmbrs template builder in MS Word

When you create Templates in the Nmbrs Template Builder, you can create documents such as letters or contracts. You can include fixed and variable text in these templates.

This article explains how to create these templates in Microsoft Word and upload them to Nmbrs®. You can then download it filled with employee data on employee's details in the template. These templates can also be used for digital signing.

Follow the following steps to create and download a template:

  1. Prerequisites
  2. Download the template builder
  3. Create template
  4. Saving the template
  5. Adjusting the permissions (user template)
  6. Uploading template (master level)
  7. Uploading template (debtor level - accountants only)
  8. Downloading the template
  9. Error messages

Please note:

  • The generation of a document, based on a template, is done at employee level and it is therefore only possible to retrieve the documents per employee from Nmbrs®. In other words, it is not possible to generate and download a contract for several employees at once.
  • If a field in the template cannot be filled in due to missing data at the company or the employee, this field will remain in the generated document. For example: [Prefix] / [Salary] / [Address addition]
    This has been chosen so that it is always clear that a certain field cannot be filled.

1. Prerequisites

The following prerequisites are required to create templates in Word and then upload and download them in Nmbrs:
  • The Nmbrs® Template Builder is available from Microsoft Word® 2013
    Please note: it is possible to work in Word® 2013, but we do not support any problems that arise when using this version. We therefore recommend working with Word® 2016.
  • The Nmbrs® Template Builder add-in must be added through the Microsoft Store.
  • The dashlet 'Document Templates' / 'Document Templates' must be added to the user's template
  • The file must have a .docx extension
  • The file cannot be larger than 1500 KB (1.5 MB)

2. Download the template builder

Before you can create templates in Word, you will have to add an add-in to Word. Follow these steps to add the Nmbrs® Template Builder:
  1. In Word go to the tab 'Insert' / 'Insert'
  2. Click on Store
  3. Search for 'nmbrs' + press 'Enter'
  4. In the line of Nmbrs® Template Builder click on 'Add'
  5. An additional window opens on the right with the Nmbrs® Template Builder
 Document_Templates_2.1.gif
 

3. Create template

In the Nmbrs® Template Builder you can change the language at the bottom right:
Document_Template_3.png
 
In the Nmbrs® Template Builder 3 categories have been created: 'Person', 'Company' and 'Integrations':
Document_Template_4.png
Under 'Person' you can enter variables that can be found at employee level, under 'Company' you can find variables that can be found at company level.
Click on 1 of the categories to show the variables:
Document_Template_5.png
 
After clicking on a variable it will be added to the Word document. You can use all formatting as you are used to in Word. Think of tables, images, designs, alignments, indents, et cetera.
See an example template below:
Document_Template_6.png
 
After downloading from Nmbrs, the variables (marked here as red) will only be replaced with the actual values.
 

4. Saving the template

At 'Save as ...' / 'Save as ...' you can indicate as which type of document you want to save the file. Save the Word document as a '.docx' extension. Other file extensions are not accepted when uploading to Nmbrs®.
Document_Template_7.png
 

5. Adjusting the permission (user template)

To access the Document Templates page, it must first be enabled in the user template
 

To enable at debtor level, you need to add the dashlet of the Document Templates in the dashboard editor under Explorer (-> Debtor -> Add Dashlet).
To enable it at employee level, you need to add the dashlet of the Document Templates in the dashboard editor under Explorer (-> Employees -> Add Dashlet).
It may be necessary to log out and log in before the pages become visible to the user.

See also this article for more information about customizing the template:

 

6. Uploading template (master level)

Follow the steps below to upload a template in Nmbrs®:

  1. Go to Settings (left menu) -> Global Settings -> Document Templates.
  2. Click 'New Template' and drag a .docx file to the field or click 'Browse' to select a file from a local folder on your computer.
  3. Click "Upload" when the file is ready to upload.
  4. After a few seconds, the file will become visible in the list of templates.
  5. If desired, the template can be downloaded using the 'down' arrow.
    Please note: the variables are not replaced with values, this only happens when downloading at employee level.
  6. If desired, the template can be removed using the cross.

7. Uploading document (debtor level - only for accountant product)

Follow the steps below to upload a template in Nmbrs®:
  1. head to the debtor level -> Settings -> Document Templates.
  2. Click 'New Template' and drag a .docx file to the field or click 'Browse' to select a file from a local folder on your computer.
  3. Click "Upload" when the file is ready to upload.
  4. After a few seconds, the file will become visible in the list of templates.
  5. If desired, the template can be downloaded using the 'down' arrow.
    Please note: the variables are not replaced with values, this only happens when downloading at employee level.
  6. If desired, the template can be removed using the cross.

8. Downloading the teplate

Follow the steps below to download a document based on the template in Nmbrs®:
  1. Go to employee level -> Start -> Tab HR -> Dashlet Documents Template
  2. Click on 'Generate templates'
  3. Select a template of the correct level from the dropdown menu
  4. Click on 'Generate template'
  5. The template will be sent to your local download folder
    Most browsers will display the downloaded template at the bottom
  6. Click on 'Open' to open the template in Word and see the filled variables

9. Error messages

Below you will find an overview of the most common error messages that can be displayed:

Message Sorry, 'Filename' is invalid, allowed file extensions are: .docx
Cause

You are trying to upload a file that is not a .docx file. It is only possible to upload .docx files as a template.

Solution Open the created template again in Microsoft Word and make sure to save this file as a .docx file.
Message You can only upload one file at a time.
Cause

You are trying to upload multiple files at once. Uploading templates is done 1 file at a time

Solution Drag a maximum of 1 file to the dropdown field or select only 1 file when 'browsing' through your local files.
Message File name is already in use. Try again.
Cause

You are trying to upload a template whose file name is already in use.

Solution Save this file with a different file name and try uploading the template again.
Message The file is empty. Try again with a document with content.
Cause You are trying to upload a template that does not contain any formatting.
Solution Fill the Word document with text and variables and try again.
Message The file is larger than 1500 KB.
Cause The template you are trying to upload is larger than 1500 KB (1.5 MB).
Solution Make sure the file is less than 1500 KB (1.5 MB) and try again. For example, images and videos often consist of many KBs.
Message An error occurred while reading the file.
Cause

An unknown error occurred while reading the file.

Solution Try uploading the template again, if this error persists, submit a support ticket via our support page.

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