Document Templates

Overview


Document Templates in Intellibook can be used to generate itineraries and other documentation.

Watch the Document Templates overview video to get an idea of what's possible:


Adding Fields


Option 1: Insert New Field


From the 'Insert' ribbon in Microsoft word, select 'Quick Parts > Field' as follows:


Select 'MergeField' as the type of field on the left, and enter the actual field name on the right as follows (a full list of available fields is included below):

Option 2: Copy and Paste + Edit


You may find it quicker to copy and paste a merge field you've already created, right click and choose 'Edit Field'.

Available Fields


Important: All fields should be surrounded by <<TableStart:Booking>> and <<TableEnd:Booking>>. This can be considered the outer section, and within this section other sections can be used as described further down this document - e.g. AddOns, Attendees, Rooms, Flights etc.

Booking

General

  • <<AttendeeCount>> - Number of attendees on the booking
  • <<BookingId>>
  • <<Name>>
  • <<CustomerPortalUrl>> - The URL to the current booking's customer portal page
  • <<ContactFirstName>>
  • <<ContactLastName>>
  • <<DepartureCityName>>
  • <<Balance>> -  The total balance (including future charges)
  • <<BalanceCurrent>> -  The current balance (excludes any future charges))
  • <<ChargesCurrent>> - The current charges on the booking (not including post-dated charges)
  • <<ChargesFuture>> - The post-dated charges on the booking
  • <<ChargesTotal>> - The sum of all charges on the booking, whether current or future
  • <<ChargesGross>>
  • <<PaymentsTotal>> - The sum of all payments on the booking
  • <<Commission>>
  • <<PaymentUrl>> - The URL to the current booking's payment page
  • <<ProductOption>>
  • <<InventoryStartDate>> (e.g. 1 Oct 2016)
  • <<InventoryEndDate>> (e.g. 1 Oct 2016)
  • <<BookingCreatedDate>> (e.g. 1 Oct 2016)
  • <<QuoteExpiresDate>>  (e.g. 1 Oct 2016)
  • <<DepositDate>>  (e.g. 1 Oct 2016)

Organisation

  • <<Organisation.Name>>

Product

  • <<Product.Name>>
  • <<Product.Code>>
  • <<Product.Start>>  - The Start Date for the product (event's only)
  • <<Product.End>> - The End Date for the product (event's only)
  • <<FinalPaymentDate>>  (e.g. 1 Oct 2016) 

Agency Contact (wholesale)

  • <<Agency.Name>>
  • <<Agency.Code>>
  • <<Agency.PrimaryContactFirstName>>
  • <<Agency.PrimaryContactLastName>>
  • <<Agency.Phone>>
  • <<Agency.Email>> 
  • <<Agency.Address1>> 
  • <<Agency.Address2>> 
  • <<Agency.Address3>> 
  • <<Agency.Address4>> 
  • <<Agency.City>> 
  • <<Agency.PostCode>> 
  • <<Agency.Region>>        
  • <<Agency.CommissionRate>>        

Attendees

Attendee fields should be surrounded by <<TableStart:Attendee>> and <<TableEnd:Attendee>>.

Note: When accommodation is involved, it's usually preferable to use the Rooms section instead.
  • <<Title>>  
  • <<FirstName>>
  • <<LastName>>
  • <<RoomName>>

Add-ons


Add-on fields should be surrounded by <<TableStart:AddOn>> and <<TableEnd:AddOn>>:

Note: Only add-ons which have confirmation text entered will be included.

  • <<Name>> - The name of the add-on
  • <<Confirmation>> - The confirmation text entered against the add on
  • <<AddOnAttendees>> - A list of attendees who have purchased the add-on (comma separated)
  • <<AddOnAttendeeCount>> - The number of attendees who have purchased the add-on
  • <<Price>> - The add-on price (per attendee)
  • <<TotalPrice>> - The total price for this add-on (given # of attendees whp have booked it)

Rooms


Room fields should be surrounded by <<TableStart:Room>> and <<TableEnd:Room>>.
  • <<Service>> - The Name of the Accommodation Service
  • <<ServiceCode>> - The Code of the Accommodation Service
  • <<ServiceOption>> - The Name of the Accommodation Service Option
  • <<ServiceOptionCode>> - The Code of the Accommodation Service Option
  • <<From>> - The check in date
  • <<To>> - The check out date  
Inside the "Room" section, the attendees who are assigned to a given room can be listed. To achieve this, you will need a section <<TableStart:RoomAttendees>> and <<TableEnd:RoomAttendees>> and within those a <<TableStart:RoomAttendee>><<TableEnd:RoomAttendee>> section.
  • <<FirstName>>
  • <<LastName>>
Here's an example:


Service Options - Style 1


Depending on the category of service, please surround these any service option-specific tags with the following:
  • Accommodation fields should be surrounded by <<TableStart:AccommodationService>> and <<TableEnd:AccommodationService>>
  • Activity fields should be surrounded by <<TableStart:Activity>> and <<TableEnd:Activity>>
  • Ferry fields should be surrounded by <<TableStart:Ferry>> and <<TableEnd:Ferry>>
  • Flight fields should be surrounded by <<TableStart:Flight>> and <<TableEnd:Flight>>
  • Ticket fields should be surrounded by <<TableStart:Ticket>> and <<TableEnd:Ticket>>  
  • Transfer fields should be surrounded by <<TableStart:Transfer>> and <<TableEnd:Transfer>>
Note: Only Service Options which have confirmation text entered will be included.
  • <<Service>> - The name of the Service
  • <<ServiceCode>> - The code of the Service
  • <<ServiceOption>> - The name of the Service Option
  • <<ServiceOptionCode>> - The code of the Service Option
  • <<Confirmation>> - The confirmation text entered against the Service Option
  • <<ServiceAttendees>> - The attendees who are allocated to the service
  • <<From>> 
  • <<To>> 
The following fields pull through booking-specific allocation details
  • <<BookingRef>>
  • <<GeneralInfo>>
  • <<ArrivalDetails>> - Applies to accommodation, ferry and flight segments only.
  • <<ArrivalTime>>  - Applies to accommodation, ferry and flight segments
  • <<DepartureDetails>> - Applies to accommodation, ferry and flight segments only.
  • <<DepartureTime>>  - Applies to accommodation, ferry and flight segments only
  • <<PickupDetails>> - Applies to transfers only
  • <<PickupTime>> - Applies to transfers only
  • <<DropoffDetails>> - Applies to transfers only
  • <<DropoffTime>> - Applies to transfers only  
  • <<DriverDetails>> - Applies to transfers only


Service Options - Style 2


If you'd like to include pre-formatted "blocks" of content in your template which relate to specific service options, please use this approach. 

Create any block of content you like, and surround it with <<TableStart:ServiceType-ServiceOptionCode>> and <</TableEnd:
ServiceType-ServiceOptionCode>>, where [ServiceOptionCode] is the Code of the specific Service Option you wish to provide content for and [ServiceType] Is any of the following:
  • Accom  
  • Activity
  • Ferry
  • Flight
  • Ticket
  • Transfer
Here's an example - this block will be shown if the booking holds one or more units of the Service Option with Code: "VIN-TOUR-1" 




Transactions


Transaction fields should be surrounded by <<TableStart:Transactions>> and <<TableEnd:Transactions>>.
  • <<TransactionNo>> - The transaction number (e.g. INV-123)
  • <<Type>> - Invoice, Credit or Payment
  • <<Amount>> - The total (tax inclusive) amount of the transaction
  • <<Date>> - e.g. 1 Oct 2016)
  • <<Description>>
  • <<TransactionAttendee>> - The full name of the specific traveller the transaction relates to (if any)
Inside the "Transactions" section, for invoices only, you can show the individual line items. To achieve this, you will need a section <<TableStart:TransactionLines>> and <<TableEnd:TransactionLines>> and within those a <<TableStart:TransactionLine>><<TableEnd:TransactionLine>> section.
  • <<Description>>
  • <<Quantity>>
  • <<Amount>> - Unit amount (tax exclusive)
  • <<Tax>> - Total tax amount
  • <<Total>> - Total line amount (tax inclusive)
  • <<TotalExcl>> Total line amount (tax exclusive)
Here's an example:



Pricing Components


If you want to include a breakdown of the pricing (chargeable) elements of a booking, but not focused on actual transactions with dates (as with the Transactions section above), you can use the following fields:


Pricing component fields are a repeatable section and  should be surrounded by <<TableStart:PricingComponents>> and <<TableEnd:PricingComponents>>.
  • <<Description>> 
  • <<Quantity>> - 
  • <<Amount>> - The unit amount (excluding tax) 
  • <<Tax>> - The tax amount of the transaction
  • <<TotalExcl>> - The tax exclusive total
  • <<TotalIncl>> - The tax inclusive total  

Custom Field Answers


You can include the answers to specific booking-level (but not attendee-level) custom fields in your document template.

First, take note of the "ID" of the custom field you'd like to insert from the Product's "General" tab:



To insert the answer to that question, use a field with format <<CustomField-[ID]>>, for example: 



For checkbox-type fields, you can also toggle a section of content in the template based on whether the checkbox was ticked using an approach similar to the screenshot below.

In this example, this paragraph will only show for bookings which have ticked field 1235 ("Upgrade to business class") which is a checkbox-type field.


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