You can use print templates to customise how your forms are printed. These templates are created in Microsoft Word and use tokens to pull data from the form or case file.
If a form doesn’t have a custom print template attached, it will use the default system template instead.
Create a print template
To create a print template, open a new Word document and apply your preferred formatting. Then, add tokens to mark the fields that should be filled with real values when the form is printed.
Insert a token
To insert a token into your Word document, follow these steps.
Press Ctrl+F9 to insert a field.
Right-click the field and select Edit Field.
From the list, choose MergeField.
Type the token name using FreeMarker syntax, for example:
${client_name}Click OK.
📌 Note: Tokens must be wrapped in ${ } and are case sensitive.
Example
In this example, a Personal Assessment template includes fields from the form and the case file.
A token like ${client_name} will be replaced with the actual client’s name when the form is printed.
Available tokens
Case file tokens
Use these tokens to pull data from the case file:
${service_data_group_label}
${form_name}
${form_header}
${form_instructions}
${case_id}
${case_description}
${case_manager}
${case_nurse}
${created_datetime}
${created_by}
${updated_datetime}
${updated_by}
${printed_datetime}
${printed_by}
${client_name}
${client_phone_1}
${client_phone_2}
${client_address}
${client_nickname}
${client_dob}
Case fields
Case fields are mapped to their Case Field ID, which you can find in the case fields configuration on the service level.
${case_field_3}
${case_field_3_label}
${case_field_3_instructions}
Form components
Form components are mapped to the appropriate Form Component’s name. These are case sensitive:
${form_component_1}
${form_component_1_label}
${form_component_1_instructions}
${Table_1_label}
${Section_1_label}Add images to your template
You can insert placeholder images that will be replaced with images submitted on the form.
To insert a dummy picture in Word follow these simple steps.
Click Insert, then click Picture.
Select the image and click Insert.
Then highlight your image, click Insert, and then click Bookmark.
Name the bookmark using the Form Component Name without underscores, e.g.
formcomponent1.Click Add.
📌Tip: You can resize placeholder images for signatures or other components.
Add table components
To include tables in your template, use the following syntax. These tokens are case sensitive.
«${Table_1_label}»
[#list Table_1 as row]
«${row.form_component_2}» «${row.form_component_3}»
[/#list]Examples
Add conditional logic
Use FreeMarker syntax to show or hide content based on conditions.
User conditions
[#if user = "XY"]It is XY[/#if]
[#if user != "XY"]It is not XY[/#if]
Checkbox or multi-select values
[#if form_component_1?contains("XY")]The value "XY" is selected[/#if]
[#if !(form_component_1?contains("XY"))]The value "XY" is not selected[/#if]
Dropdown or radio button values
[#if form_component_1 = "XY"]The value "XY" is selected[/#if]
[#if form_component_1 != "XY"]The value "XY" is not selected[/#if]
Check for content
[#if form_component_1?has_content]
${form_component_1_label!}
${form_component_1_instructions!}
${form_component_1!} [/#if]
Attach print template
Once you have created the print template, you'll need to attach it to the relevant form in Access Care Planning. To do this, follow these steps.
⚠️ Important: Your Word document must be saved before uploading, and the file size must not exceed 8MB.
Click the three-line menu.
Click Configuration, then click Forms.
Select the relevant form.
Click Manage Print Documents.
Click Upload Template Document.
Enter the name and a description of your print template.
Click the upload icon
and attach your print template.Click Save.