How to Create a Dynamic Certificate with FluidReview

Sarah Paterson -

Did you know: In addition to customizing an email message, FluidReview's Mail Merge functionality can also be used to dynamically insert text into a .docx document?

In this FAQ article, we’re going to show you how to use this feature to automatically email your applicant a certificate with their name on it.

The process can be broken down into 2 steps.

Step 1: Creating a special .docx file (your certificate) that FluidReview will use to insert the applicant’s name, 

AND

Step 2: Creating a trigger that emails the .docx file to the applicant

 

Step 1: Create the .docx File

First, start Microsoft Word and turn off automatic spell checking. This step is important because of the way Microsoft changes the underlying XML code when a word is not recognized in the dictionary.

Next, you can create your own certificate template or download one from within Microsoft Word, as we did for our example (shown below).

We then type the following into our certificate where we want the applicant's name to appear:

{{ submission.user }}

Due to other peculiarities with Microsoft and XML, it is important that you type this into your .docx file, as opposed to copying & pasting from this blog post.

This strange-looking piece of text is actually a FluidReview token (also known as a Piping Variable) which represents the full name of the current applicant. Once we program our trigger in Step 2, FluidReview will dynamically replace this variable with the applicant's full name before the certificate is sent by email.

Now save your .docx file to your hard drive.

Now we want to create a trigger that will send this certificate to our applicant by email.

 

Step 2: Create the Trigger

In order to create a trigger in your site go to:

  1. Click Configure your site.
  2. Click Triggers.
  3. Click New Trigger

As you create your trigger, configure it to the following specifications:

 

Trigger Specifications

"Name" Section:

Type a suitable name for your trigger that will make it easier to identify in the future.

 

"Activated When" Section:

Underneath this section click on the dropdown “Select a Trigger to Add” this will provide a list of available activations for your email which will state when you want the trigger to fire. There are a variety of activations available to suit your unique competition.

 

"Conditions" Section:

This section will allow you to narrow down who you wish the email to send to. Perhaps in the Activation section who chose to activate the trigger based on the completion of the task. In this section you can now specify that within that task the applicant needs to respond a certain way. These conditions are also customizable to suit your needs.

 

Up until this point, the settings were based on your customization preferences. However, this option, and the one immediately following, must be followed precisely.

 

"Actions" Section:

In the Actions section of the trigger. Select "Send an email to..." from the first drop-down menu. Under “Recipients” there is another drop-down menu with the label “Insert”. In this dropdown select "The person that activated this trigger". Underneath the email body you will be able to upload an Attachment by selecting “Add One”.

 

"Status" Section:

At the bottom of the trigger is the Behaviour Section here is where you can make your trigger Active.

Now all that’s left is to click Save.

 

The Finished Product

After integrating this trigger onto our own competition, an email was sent with the certificate after the successful completion of a task. Instead of the variable {{ submission.user }} you should now see the name of "The person that activated this trigger".

 

Summary

In this helpdesk article we constructed a special .docx file that contained a FluidReview piping variable for the applicant's full name. Then we created a trigger to email the certificate to the applicant whenever a task would be completed. Using our imaginations, we can easily modify these instructions to create dozens of other use cases. For example, we do not have to email the applicant, we can email any other person in our organization. And we do not have to email a certificate, we can email a permit or a personalized letter of approval. The customization possibilities are nearly endless.

Troubleshooting

If you encounter difficulties with this advanced feature, here are some pointers that may be helpful: 

  • Make sure automatic spell checking is disabled in Microsoft Word before you add the FluidReview variable.
  • Be sure to type in the FluidReview piping variable as opposed to copying & pasting.

 

If you're still having troubles, please contact us for help. Your feedback helps us to make FluidReview even better.

 

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