Word document templates

One official template, two independent DOCX files

Create a Word document template with an English name and Arabic name, then upload the DOCX file for each language independently. The Arabic and English files can use their own right-to-left or left-to-right layout, wording, headers, tables, and institutional branding; ProgramsFlow preserves that document design while filling its data. A template may have one available language while the other file is still being prepared, but each uploaded file must be a DOCX file.

Use the token dictionary and repeating groups

Use the token dictionary in Word Document Templates instead of guessing placeholders. It lists the safe values available for the selected data source, including institution, program, version, case, stage, and stable custom-field keys. A custom-field key does not change when an administrator renames or reorders its label, so a finished official document stays connected to the intended data.

Insert a single value as a token such as {program.name}. For a repeating collection, copy the dictionary's opening and closing loop markers, for example {#courses} … {/courses}, and place that group's child tokens between them. The generator repeats the enclosed content for each item, which is useful for course lists, study-plan rows, and similar tabular details.

Validate before activating

Saving a template validates every newly uploaded language file. The validation result identifies valid tokens, unknown tokens, tokens unavailable for the selected source, and any document errors. Correct the DOCX and upload it again when corrections are needed; do not activate a template that reports errors.

A template cannot be activated until at least one language file has passed validation. Activation makes a valid template eligible where its source and availability condition allow it; archiving removes it from future use while preserving existing generated-document history.

Choose an approved program or case snapshot

Choose the data source deliberately. A program-version template is available only for an approved program version. A case-snapshot template is available after the case completes, or — when configured for a particular stage — after that stage is approved. The eligible templates shown on a program or case therefore already match its approved data and the template's availability rule.

Preview versus official generation

Use Generation preview in template settings to test a selected language against an eligible program-version or case ID. The preview downloads a DOCX for inspection but is not saved as an official generated record. It is the right place to check token placement, loop output, layout, and language-specific design before using the template operationally.

For an official document, open the Documents panel on the eligible program or case, choose one of the template's available languages, and select Generate. The document is created from the approved data snapshot and is added to that source's generated-documents history with its template, language, creator, and creation date.

Immutable documents and downloads

An officially generated document is historical and immutable: later edits to a template, program, or case do not rewrite the file that was generated earlier. Generate a new document when the approved source or template needs to produce a new official output, then use Download from the generated-documents list to retrieve either version without changing its record.