How do I download a Contact's information into a template?

export contacts

RealtimeCRM enables you to download Contact information into pre-prepared template letters or envelope addressee labels thus saving you from having to fill in the information manually.

In this example we will go through creating a simple template letter that invites a Contact to a RealtimeCRM training session, you can of course create your own templates for your own purposes but please remember RealtimeCRM only accepts templates of the (.docx) file type.

How to construct your template

Start by creating a Microsoft Word Document to act as a template and be sure to save it as a (.docx) file. Include the keywords below where needed in the document. RealtimeCRM will replace the keywords with their relative values, and download a new version of the file for you.

Contact details

Keywords which are recognised by RealtimeCRM:

  • {forename} - Contact forename
  • {surname} - Contact surname
  • {company} - Contact’s company name
  • {jobtitle} - Contact’s job title
  • {phone} - Contact telephone number
  • {mobile} - Contact mobile number
  • {email} - Contact email address
  • {address} - 1st line of contact’s address
  • {address2} - 2nd line of contact’s address
  • {city} - Contact’s city / town
  • {county} - Contact’s county / state
  • {postcode} - Contact’s postcode / zip
  • {country} - Contact’s country
  • {currentUserName} - The Username of the RealtimeCRM account which downloaded the Contact information

Download PO keyword

To find all the keywords used by RealtimeCRM simply click the Download as… button in the relevant Contact record and from the drop-down menu select ‘How does this work?’, there you will find a list of keywords and what they will import into your Purchase Order template.

Here we’ve created a RealtimeCRM training booking confirmation letter template that we will use in our example, the keywords will soon be replaced by the relevant corresponding information in the Purchase Order once we come round to downloading it.

Contact template

Downloading your Contact information into the template

Now that you have set up your Microsoft Word Template save it as a (.docx) file making a note of which folder you have saved it to. Once it has been saved then complete the following steps:

  • Click on the Contacts panel in the left hand sidebar
  • Select the Contact whose information you wish to download
  • Once inside the relevant Contact record click the  Download as… button next to the Contact heading and select ‘Microsoft Word template (.docx) from the drop-down menu
  • A dialog box should open and you should select the relevant Microsoft Word template by double clicking it
  • The Contact information should now be downloaded into the template
  • In our example we named our template “example letter for rt” and by going through the above steps it will be downloaded as “example letter for rt (1)” with all the keywords replaced with the relevant Contact information, whatever you have named your template will follow the same procedure with ‘(1)’ added to the end

Download contact template

  • If you open your newly downloaded template you should see the keywords replaced with the relevant Contact information as below:

Contact template merged