Word Add-In User Guide

Introduction & Overview

The 360 InstantDocs Word Add-In is a Microsoft Word sidebar that connects directly to your Salesforce organization. It allows you to build smart document templates — Word files that automatically populate with real Salesforce data when a document is generated.

Instead of manually updating every quote, contract, or proposal, you place merge tags (placeholders like {Account.Name} or {Amount}) into your Word document. When a user generates a document from Salesforce, those tags are automatically replaced with live data from the selected record.

Who this guide is for: This guide is written for anyone who wants to create or edit document templates — no technical knowledge required. Every step is explained from scratch.

Related Documentation:

• 360 InstantDocs Installation & Setup Guide — For administrators: installing the package, configuring OAuth, assigning permissions, and initial setup.
• 360 InstantDocs Feature & User Guide — For all users: generating documents from Salesforce records, bulk generation, template management, and more.

How It Works

Full Microsoft Word Features Supported

Your templates are real .docx Word files. You have complete freedom to use all standard Word features:

• Headers and footers with page numbers
• Tables with custom borders, shading, and merged cells
• Fonts, colors, bold, italic, underline, strikethrough
• Bullet lists, numbered lists, multi-level lists
• Images, shapes, text boxes, and SmartArt
• Page breaks, section breaks, columns
• Styles, themes, and document templates
• Mail-merge-style layouts

The add-in simply helps you insert dynamic Salesforce placeholders (merge tags). Everything else in the document behaves exactly like a normal Word file.

Getting Started

Prerequisites

• A Salesforce account (Production or Sandbox)
• Microsoft Word for Desktop (Windows or Mac) or Word Online (Microsoft 365 in a browser)
• 360 InstantDocs managed package installed and authorized in your Salesforce org — your administrator must: install the package from AppExchange; open the 360 InstantDocs app → Smart Docs Setup tab; select License Details and click “Authorize & Sync with Server”.
• The 360 InstantDocs add-in installed in Word (contact your administrator if not yet installed)

How to Open the Add-In

Signing In

When you first open the add-in, you will see the login screen with two buttons:

Template Listing Page

After signing in, you will see the Template Listing page — a list of all document templates saved in your Salesforce org.

Searching Templates

Type in the search box at the top of the list. The list filters in real-time as you type. Click the × (clear) button to reset the search.

Sorting Columns

Click any column header to sort the list:

• Name — sort alphabetically by template name
• Object — group by the Salesforce object (Opportunity, Account, etc.)
• Status — sort by Active vs Draft
• Last Modified — sort by most recently edited

Click the same column header again to reverse the sort order.

Status Indicators

Creating a New Template

Click the New button in the top-right corner of the listing. A new blank template will open and the add-in will move to the CREATE tab.

Opening an Existing Template

Click any row in the list to open that template. The template file will open in Word and the add-in will load the template’s settings.

Building a Template — The CREATE Tab

When creating or editing a template, the add-in shows a 3-step wizard at the top of the panel:

In the CREATE tab, you:

1. Select a Primary Object — the object whose fields you want to merge into the template
2. Select an Action — what type of content to insert (Field, Conditions, View, or Image)
3. Configure the details and click Insert or Copy to place the tag in Word
4. Repeat steps 2–3 for every piece of dynamic content in your template

Selecting a Primary Object

The Primary Object is the type of Salesforce record your document is based on. For example:

• Quote — for sales quote documents
• Opportunity — for proposals and deal summaries
• Account — for account profiles and reports
• Contact — for contact sheets or letters
• Order — for order confirmations

Selecting an Action

After selecting an Object, choose an Action from the Action dropdown:

Action: Field

What it does: Inserts a single field value from a Salesforce record into your Word document. When a document is generated, the tag is automatically replaced with the actual value from the record.

Example: You place the tag {Account.Name} in your template. When a user generates a document from an Opportunity where the Account is “Acme Corporation”, the tag becomes Acme Corporation in the final document.

Understanding Field Types

When you open the “Select Field” dropdown, fields are grouped by type:

Drilling into Reference (Lookup) Fields

Reference fields (🔗 icon) link to another Salesforce object. Click the › arrow next to a reference field to “drill in” and see that related object’s fields. Maximum depth: 5 levels

Example: Getting the Account Owner’s Email from an Opportunity

Global Variables

Global Variables are available in the 🌎 Globe group in the field selector. These values are automatically calculated each time a document is generated — they do not come from the Salesforce record.

Date Literals

Running User — The Person Generating the Document

Prepared by: {User.FirstName} {User.LastName}
Title: {User.Title} | Department: {User.Department}
Email: {User.Email} | Phone: {User.Phone}

Every time a different sales rep generates this template, their own contact information appears automatically.

Running Org — Your Salesforce Organization

{Organization.Name}
Confidential — © {CURRENT_YEAR} {Organization.Name}. All rights reserved.

Step-by-Step: Inserting a Field

Field Formatting Options

Number, Currency & Percent Fields

When you select a numeric field, formatting options appear below the field selector.

• Decimal Places (0–10): How many digits to show after the decimal point.
• Number Format: US (10,000.5), European (10.000,5), International (10 000,5), Indian (1,00,000).
• Currency Symbol: $ (USD), € (Euro), £ (Pound), ¥ (Yen/Yuan), ₹ (Rupee).

Number Tag Syntax: toFixed:N controls decimal places only. format:decimals:'pattern' provides full number format with separators. format:decimals:'pattern':'symbol' adds a currency symbol.

Date & Date Time Fields

When you select a Date or DateTime field, formatting options appear. DateTime fields additionally let you append a time format.

Time Format (DateTime only): hh:mm A (03:45 PM), HH:mm (15:45), hh:mm:ss A, HH:mm:ss

Add Days / Subtract Days: Offset the date by a set number of days. Example: {InvoiceDate | addDays:30} for payment due date.

Tag Examples

{Name}
{Account.Name}
{Account.Owner.Email}
{CloseDate | formatDate:'MMMM DD, YYYY'}
{Amount | format:2:'10,000,000.5':'$'}
{TotalPrice | toFixed:2}
{CloseDate | addDays:30 | formatDate:'MM/DD/YYYY'}
{TODAY | formatDate:'MM/DD/YYYY'}
{User.FirstName} {User.LastName}
© {CURRENT_YEAR} {Organization.Name}

Action: Conditions

What it does: Shows or hides a block of text in the document based on a rule you define. Think of it as: “if this condition is true, then show this content.”

Example: Only show a “Terms & Conditions” section if the customer is an Enterprise client.

If Block vs. If/Else Statement

Type 1 — If Block

Content is shown only when the condition is TRUE. If FALSE, nothing is shown — the section is completely hidden.

Best for: Large optional blocks — entire paragraphs, multi-line clauses, full sections.

• Show a full “Terms & Conditions” section only for Enterprise tier customers
• Show a “California Residents” legal clause only when Billing State = “CA”
• Show “Installation Instructions” only when Product Type = “Hardware”

Type 2 — If/Else Statement

Shows Content A when TRUE, or Content B when FALSE. Something always appears — it just changes based on the data.

Best for: Short inline labels, single words, or one-line phrases that need two versions.

• Amount > $10,000 → show “Premium Client” else show “Standard Client”
• Is Active → show “Active Account” else show “Inactive Account”
• Stage = “Closed Won” → show “✓ Closed” else show “○ Open”

Nested Conditions

You can place a condition inside another condition to build complex logic. This is done by typing tags directly into your Word document.

{#Region == "North America"}
North American Standard Terms Apply.
{#CustomerType == "Enterprise"}
Enterprise SLA: 4-hour guaranteed response time, 24/7 support.
{/}
{/}

Operators & Multiple Conditions

Click “Add Condition” to add more condition rows. Connect them with AND (&&) — ALL must be true, or OR (||) — if ANY one is true.

Step-by-Step: Building a Condition

Real-Life Examples

Example 1 — If Block: Finance Approval Notice

{#ApprovalStatus == "Approved"}
This quote has been reviewed and approved by the Finance department. All pricing and terms are final.
{/}

Example 2 — If/Else Block: Deal Tier Label

{#Amount > 50000}
ENTERPRISE DEAL — VP Approval Required
{/}
{^Amount > 50000}
STANDARD DEAL — Standard Terms Apply
{/}

Example 3 — Multiple Conditions (AND)

{#Status == "Active" && Type == "New Customer"}
⭐ Priority New Customer — Please attach the Onboarding Checklist.
{/}

Example 4 — Multiple Conditions (OR)

{#PaymentMethod == "Check" || PaymentMethod == "Wire Transfer"}
Please allow 5–7 business days for payment processing.
{/}

Custom Conditions — Direct Document Editing (Advanced)

Syntax: {field operator value ? "text if true" : "text if false"}

{StageName == "Closed Won" ? "Deal Closed — Begin Onboarding" : "Deal In Progress"}
{Amount > 10000 ? "High Value Account" : "Standard Account"}
{IsActive ? "Active Customer" : "Former Customer"}

Action: View

What it does: Inserts a repeating block that lists all related child records from Salesforce into your document. For example, all the products on a quote, all contacts at an account, or all tasks on an opportunity.

Three Layout Types

Complete Step-by-Step: Creating a View

Step 1: Select View Type

From the View Type dropdown, choose Table, Loops, or Grid.

Step 2: Select Child Relationship

This is the related list (child object) connected to your primary object. Examples:

• Primary Object = Quote → QuoteLineItems, Contacts, Attachments
• Primary Object = Account → Contacts, Opportunities, Cases, Orders
• Primary Object = Opportunity → OpportunityLineItems, Tasks, Events, Notes

Step 3: (Optional) Using Parent Fields Inside a Loop

Inside a loop, you can reference fields from the parent record. Use dot notation: {Opportunity.Name} inside an OpportunityLineItems loop.

Step 4: Add Fields to “Selected Fields”

Step 5: Reorder Your Fields

Drag and drop a field in the Selected Fields list to your desired position. Each field displays a number indicating its current position.

Step 6: Set Row Count (Row Limit)

Enter the maximum number of child records to include. Example: Enter 10 → only the first 10 records are shown. Leave blank or enter 0 for unlimited (all records).

Step 7–8: Set Sort Field & Sort Direction

ASC (Ascending): A → Z, 0 → 9, Oldest → Newest. DESC (Descending): Z → A, 9 → 0, Newest → Oldest.

Step 9: (Grid only) Set Grid Columns

Choose how many cards appear per row: 2, 3, or 4 columns.

Step 10: Insert or Copy

Click Insert to place the view block at your cursor in Word, or Copy to paste it manually.

Real-Life Examples

Example 1 — Table: Quote Line Items

Example 2 — Loops: Contact Directory

Example 3 — Grid: Product Brochure Catalog

Summarize / Aggregate & Calc (Advanced)

Summarize / Aggregate (Advanced — Direct Document Entry)

The system supports summing a numeric field across all child records. Type the tag directly into your Word document.

Syntax: {RelationshipName | sumBy:'FieldName'}

Total Amount: {OpportunityLineItems | sumBy:'TotalPrice'}
Grand Total: {OpportunityLineItems | sumBy:'TotalPrice' | format:2:'10,000,000.5':'$'}
Total Items Ordered: {OpportunityLineItems | sumBy:'Quantity'}

Calc — Expression Evaluator (Advanced)

The calc filter is a powerful expression evaluator for arithmetic, comparisons, and logical operations. Syntax: {Input | calc:'expression'}

Arithmetic on Child Record Fields

{OpportunityLineItems | calc:'TotalPrice'}
{OpportunityLineItems | calc:'UnitPrice * Quantity'}
{OpportunityLineItems | calc:'(UnitPrice * Quantity) / 100' | toFixed:2}
{OpportunityLineItems | calc:'TotalPrice - 10%' | toFixed:2}

Using Parent Record Values ($1, $2, …)

{OpportunityLineItems | calc:'TotalPrice - $1':Amount | toFixed:2}
{OpportunityLineItems | calc:'TotalPrice - $1 + $2':Amount:Discount__c | toFixed:2}

Length — Count Records or Characters

{OpportunityLineItems | calc:'length'}
{Name | calc:'length'}

Conditions — Show / Hide Content

{#OpportunityLineItems | calc:'length > 0'}
This opportunity has {OpportunityLineItems | calc:'length'} line items.
{/}
{#OpportunityLineItems | calc:'length > 5'} Large order — qualifies for bulk discount.
{/}

Action: Image

What it does: Inserts a dynamic image from a Salesforce record into your document. The image is fetched and embedded automatically when the document is generated.

Common uses: Company or account logo in the document header; product photos in a catalog; user profile photos; signature images in contracts.

Step-by-Step: Inserting an Image

Image Tag Syntax

Image tags use the %Img(...) function with three arguments: the source (URL or File Id), width, and height in pixels.

{%Img('069dM00000OdBPBQA3', 300, 300)}
{%Img('https://example.com/logo.png', 300, 300)}
{%Img(ImageId__c, 300, 300)}

Quoted vs unquoted source: Wrap a literal URL or File Id in single quotes. Use a bare field API name (no quotes) when the source value lives on the record.

{%Img(Account.LogoUrl__c, 200, 60)}
{Organization.Name}
Prepared by: {User.FirstName} {User.LastName} | {User.Title}
Date: {TODAY | formatDate:'MMMM DD, YYYY'}

Supported image formats: PNG, JPEG/JPG, SVG

Copy vs. Insert — Which Should I Use?

After configuring any field, condition, view, or image in the add-in, you will see two buttons at the bottom: Copy and Insert.

Preview Tab — Test Your Template (Step 2)

What it does: Renders your template with real Salesforce data so you can see exactly what the final generated document will look like — before you publish anything.

Step-by-Step: Using the Preview Tab

Understanding Preview Results

Best Practices for Previewing

• Test with at least 2–3 different records, including edge cases
• Test with a record that has empty optional fields
• For every condition, test with TRUE and FALSE records
• Use sandbox records with realistic test data
• Do not edit the document during preview — any changes will be lost

Live Tab — Publish Your Template (Step 3)

What it does: Saves your finished template to Salesforce and makes it available for users to generate documents.

Fields Explained

Status Options

Document Type Options

Smart Document Naming

The Document Name field supports merge tags — making every generated file uniquely named.

Step-by-Step: Publishing Your Template

Tag Syntax Quick Reference

Basic Field Tags

Formatting Tags

Conditional Tags

View / Loop Tags

Image Tags

Global Variable Tags

Tips & Best Practices

• Start in Sandbox: Always build and test templates in your Salesforce Sandbox before creating them in Production.
• Draft first, Active later: Keep Status = Draft while building. Only switch to Active once thoroughly previewed.
• Preview with multiple records: Test with at least 3 different records. Include records where optional fields are empty.
• Test both sides of every condition: Preview with TRUE and FALSE records for every If Block and If/Else.
• Use unique Document Names: Include merge tags like {Account.Name}_{Name} so generated files are easy to find.
• Cursor position for Insert: Always click inside the Word document before clicking Insert.
• Tags inside table cells: Use Copy → click inside the table cell → Ctrl+V for precise placement.
• Use Add Days for deadline calculations: {InvoiceDate|addDays:30} for payment due dates.
• Smart quote warning: Use straight quotes (“) not curly quotes. Press Ctrl+Z if Word autocorrects.
• Don’t forget headers and footers: You can place merge tags inside Word headers and footers too.

Troubleshooting