Create a document
Create a Smart Document template by uploading a PDF, selecting an object type, and opening the document editor to map variables.
Creating a smart document means registering a PDF template in Fuxam: you give it a name, choose which kind of record it applies to (Object type), upload the background PDF, and land in the document editor to map variables. Until a template exists in Settings → Documents, administrators cannot generate filled PDFs from user profiles or offer self-service downloads.
Why it matters
Every certificate, contract, or official letter your institution issues from Fuxam starts as a template. Investing time upfront — correct object type, clean PDF layout, consistent naming — prevents rework when registrars generate hundreds of enrollment confirmations each intake cycle or when study-contract sections go live mid-year.
Templates are reusable assets: one enrollment certificate design can serve every cohort as long as the mapped fields pull from user and program data maintained in User Management and Study programs and cohorts.
How it fits
Creation is step one of the smart-document lifecycle. It is followed by variable mapping (Use a document template), optional self-service configuration on the same settings page, and day-to-day generation from OrgHub → User Management → [User] → Documents. Module- and curriculum-type templates relate to records in Academic structure; user-type templates are the most common for enrollment paperwork and contracts.
For what each mapped field can pull from, see Document variables and data sources. For study-contract and certificate create buttons, see Study contracts and certificates.
Before you start
| Requirement | Detail |
|---|---|
| Feature | The Smart Documents feature must be active for your institution. |
| Permission | You need permission to read users to access the Documents settings page. |
| Source PDF | A print-ready PDF with space for dynamic values. Fuxam does not redesign your layout — it overlays fields on your file. |
| Object type decision | Choose the type that matches the data you need. Wrong object types limit which Fuxam keys appear in the editor. |
| Custom fields ready | If the letter needs institution-specific attributes (student ID, visa flag), create those custom columns first. |
Key concepts
Object type defines the data universe for mapping:
| Object type | Typical data injected | Common document examples |
|---|---|---|
| User | Profile attributes, custom institution fields, time-tracking summaries, and institution metadata | Enrollment confirmations, study contracts, staff agreements, self-service attestations |
| Module | Course module version fields from Modules | Module description sheets for handbooks or accreditation |
| Curriculum | Curriculum and study-program metadata from Curricula | Curriculum overviews and structure exports |
| Room | Room and location details from Rooms | Facility or exam-room sheets |
| Certificate | Course-completion certificate data | Completion certificates after a course or track finishes |
Template name is how administrators identify the template in lists, dropdowns, and generation flows — use names staff will recognize (“Enrollment certificate 2025”, not internal file names).
How to open the create flow
Go to Settings → Documents (under Communication & Documents).
In the templates section, select Create template (or use a section-specific create button for certificates or study contracts).
The Create template sheet opens.
How to fill in template details
Enter a Template name — how administrators will identify this template in lists and dropdowns.
Select an Object type that defines which data Fuxam injects when generating the document:
- User — profile, custom fields, time-tracking summaries, and institution data.
- Module — course module version fields.
- Curriculum — curriculum and study-program metadata.
- Room — room and location details.
- Certificate — course-completion certificate data.
Upload the PDF file that serves as the template background.
Select Create. Fuxam stores the template and opens the document editor so you can map variables (see Use a document template).
After creation, the templates table shows a Fields count for the fields you mapped on the template. A count of zero means the PDF will generate blank placeholders — finish mapping before you enable self-service or bulk requests.
Optional: start from an existing template
Some flows let you duplicate an existing template as the starting PDF. When offered, pick Start from template instead of uploading a new file. This is useful when a new intake year needs the same layout with minor mapping tweaks — duplicate, rename, and adjust fields rather than rebuilding from scratch.
Choosing the first templates to create
A practical starter set for most higher-education institutions:
- Enrollment / study confirmation (User) — highest volume, often self-service later.
- Study contract (User, when tuition management is enabled) — see Study contracts and certificates.
- Course-completion certificate (Certificate, when that feature is enabled).
- One Module or Curriculum sheet if accreditation or program offices need structured exports.
Defer exotic layouts until the core mappings and data quality on user profiles are solid.
Best practices
- Match object type to audience. Enrollment letters and study contracts are almost always User type because they pull from the student profile and program enrollment. Module sheets should use Module; curriculum overviews use Curriculum.
- Use institutional PDFs designed for data fields. Leave clear space where the editor will place fields; cramped layouts make mapping harder and outputs harder to read.
- Name templates for staff, not file systems. Include document purpose and year or version when templates change annually.
- Map variables immediately after creation. Fuxam opens the editor on save — completing mapping while context is fresh avoids orphaned templates with a Fields count of zero.
- Coordinate with custom columns. If templates rely on institution-specific user fields, ensure those columns exist in User Management before mapping.
- Design for privacy. Only leave room on the PDF for data the recipient is allowed to see; do not invent “hidden” mappings for unused personal fields.
Common pitfalls
| Pitfall | How to avoid it |
|---|---|
| Wrong object type | You cannot map user-only fields on a Room template. Delete and recreate, or create a new template with the correct type. |
| Uploading a non-PDF source | Only the uploaded PDF file becomes the template background. Export Word designs to PDF first. |
| Skipping the editor | A template without mapped fields produces empty PDFs. Always complete mapping in Use a document template. |
| Duplicate names | Multiple templates with similar names confuse generation dropdowns. Use distinct Template name values. |
| Creating before custom columns exist | Map targets missing → empty values on PDF. Create custom columns first. |
FAQ
Do I need a separate template per study program?
Not necessarily. A single User-type enrollment certificate can map program name and cohort fields from the user record. Create separate templates only when the PDF layout or legal text differs by program.
Can students see the template before it is mapped?
No. Students interact with generated PDFs or self-service rules configured after mapping. Finish variable assignment before enabling self-service.
Where does generation happen after I create the template?
Administrators generate from OrgHub → User Management → [User] → Documents. Eligible end users use Dashboard → Management → Documents when self-service is configured. For many users at once, see Generate documents in bulk.
Can I change the object type later?
Object type is chosen at creation and scopes the available data keys. If you picked the wrong type, create a new template with the correct type rather than trying to repurpose the old one.