Creating Documents

Click on Settings (the Cog) and select Advanced Settings

Click on Templates in the Sidebar and then select Document Templates

Click New  

Select Word Template

Click on the drop-down arrow and select the relevant entity (Applicant if the document is about the Applicant and need to use fields relating to the Applicant, Vacancy, if it is about the Vacancy etc)   Click Select Entity

In the example table below: -

1:N Relationship – An account can have multiple Activity, or Notes

N:1 Relationship – A Profile, Source or Contact can have multiple accounts

N:N Relationship – An account can have multiple Roles and a Role can have multiple accounts.

Select which tables in the database might you want to link to in the document you are creating and click Download Template
 

 A document will pop up under the Downloads icon in the top right of the Screen – Click on it to open the document
 

Click Enable Editing – do you can info into the document


Copy he Text you wish to use and paste into the new document.

Developer Tab

Make sure you have the Developer Tab in word. 
If you do not currently have the Developer Tab, click File – Options – Customised Ribbon and select Developer, in the Customise the Ribbon selections on the right. 
 

All you have done so far, is said I want to download a blank piece of paper that's got inbuilt relationships to my applicant, the contact, the vacancy and the user.  Then you have pasted in the wording for the document.  Now lets look at linking the fields you wish to use in the document, to the inbuilt relationships you selected.

Mapping Fields

Click on the Developers Tab    Click on XML Mapping Pane – it should open up to the right of the document.
Click on the Custom XML Part dropdown and select the relevant part.
Then click on the dropdown under Document Template to reveal more fields.

Go back to your document and highlight the field you wish to use

And then look for the corresponding field in the XML Mapping list and then right click on the relevant field – 
 

Then the field in the document, should change to match the field you just selected.

Carry on doing this, until you have replaced all the fields you wish to use from the document and linked them to the relevant fields in the XML Mapping tool.

Save the document in a suitable location.   Now you have created your Document Templates, before you will be able to run the document within Hotlist, you now need to Upload the document templates.