Example: Create an enrollment certificate
Step-by-step example for building an enrollment certificate as a User smart document: variables, page setup, preview as a user, and generating it for one user, in bulk, or via self-service.
An enrollment certificate is a one-page smart document that confirms a student is enrolled: name, date of birth, student number, study program, term, and the date the document was issued. You build it once as a User template and generate it for anyone.
Why it matters
Enrollment certificates are among the most requested documents. A template with variables removes retyping, and self-service lets students get the document without contacting the registrar.
How it fits
This page applies Create a document, Edit a document, and Use a document template to one concrete document.
Before you start
| Requirement | Detail |
|---|---|
| Feature and permission | Smart Documents (FuxamCMS package) and read-write:settings-service-contracts. |
| Object type | User. Only User templates offer the profile, enrollment, and study program variables. |
| User data | Test users whose profile, study program, and matriculation data are filled in. See Document variables and data sources. |
Variables to place
In Insert → Variable, the picker groups variables. These are the ones used by the demo template. Names are shown as in the editor.
| Content | Variable | Group |
|---|---|---|
| Student name | Full Name, or First Name and Last Name | Profile |
| Date and place of birth | Date of Birth, City of Birth | Profile |
| Student number | Code (the demo template uses this). Matriculation Number also exists. | Profile, Booking/Enrollment |
| Study program | Study Program | Booking/Enrollment |
| Enrolled since | Immatriculation Date | Booking/Enrollment |
| Term | Current Term | Booking/Enrollment |
| University semesters | Total University Semesters | Booking/Enrollment |
| Institution | Institution Name | Institution |
| Issue date | Document Generated At | Time Tracking |
How to build the certificate
Go to Settings → Communication & Documents → Documents. In the Smart Documents table select Create Template, enter a Name such as “Enrollment certificate 2026”, keep Object Type on User, and select Create Template.
In the editor, write a heading, one sentence stating that the student is enrolled, and the issue line. Put the institution name in with Insert → Variable.
Add a two-column Table through Insert → Table. Type the labels in the left column and place one variable per row in the right column.
Select each date variable. In Variable settings set Format (for example the date format) and When empty to a dash or Fallback text.
Open Page setup. The demo template uses A4, portrait, margins of 72 px, header and footer off, and numeric page numbering. Adjust Margins (px) or turn on Show header for a logo.
If the document needs a stamp, use Insert → Signature and set Mode to Pre-filled stamp. Without a signature, add a line stating that the document was created by machine.
Under As user: choose a test user, turn on Show sample data, and check every value. Then use Preview and, in ⋯ More actions, Print preview. Select Save.
How to generate it
- Single user: Campus Management → User Management → [User] → Documents → Smart Document, choose the template, select Add.
- Bulk: in the Users table, choose the Smart Document action and Add Document to User(s). See Generate documents in bulk.
- Self-service: Settings → Communication & Documents → Documents → Self-Service Documents → Add Document. Choose the template and roles, optionally a requirement such as “Is enrolled in active semester”, keep Active on, and save. Students can then download a copy or use Save to documents.
Best practices
- Preview with two users: one with full data and one with gaps.
- Mark the template as Default if it is the document you add most often.
- Keep one page. A short table and a few margins are enough.
Common pitfalls
| Pitfall | How to avoid it |
|---|---|
| Blank values | Fill the profile or study program data, or set When empty. |
| Wrong date format | Set Format in Variable settings on each date. |
| Variable missing in the picker | Check that the template's Object Type is User. |
| Wrong object type | The type cannot be changed. Create a new template. |
| Semester counts look odd | The demo template maps some semester fields in its own way. Preview each value against a known student before you rely on it. |
FAQ
Can one template serve every study program?
Yes, if the wording is the same. Study Program changes per user.
Can students create it themselves?
Yes, through a Self-Service Documents entry for the template.