---
title: 'Example: Create a transcript of records'
description: >-
  Step-by-step example for a transcript of records as a User smart document:
  personal data variables, a grades smart table grouped by semester with ECTS
  totals, page setup, and generation.
sidebar:
  order: 3
---

**A transcript of records** lists a student's modules, grades, and ECTS. In Fuxam you build it as a **User** template with a personal-data block and a grades **Smart table** that fills itself for each student.

:::tip
Institutions created with demo data include a template named **Transcript of Records**. Open it with **Edit** to see the configured table.
:::

## Why it matters

A transcript is long and changes every semester. A smart table keeps it correct for every student, including the ECTS sums and the weighted average.

## How it fits

See [Document variables and data sources](/docs/fuxam-web/cms/smart-documents/document-variables-and-data-sources) for how smart tables work in general.

## Before you start

| Requirement | Detail |
|---|---|
| **Feature and permission** | **Smart Documents** (FuxamCMS package) and `read-write:settings-service-contracts`. |
| **Object type** | **User**. |
| **Grades recorded** | Test users with graded modules in their study plan. |

## What to place

| Content | What to insert |
|---|---|
| Name | **First Name**, **Last Name** (Profile) |
| Date of birth | **Date of Birth** (Profile) |
| Student ID | **Code** (Profile) |
| Program | **Study Program** (Booking/Enrollment) |
| Enrolled since | **Immatriculation Date** (Booking/Enrollment) |
| Date of issue | **Document Generated At** (Time Tracking) |
| Grades | **Insert → Smart table** with the data source **Study plan** |
| Signature | **Insert → Signature** |

For the grades table, the data source **Study plan** provides grades, ECTS, and semester groups. The data source cannot be changed after you insert the table.

## How to build the transcript

1. Create a **User** template under **Settings → Communication & Documents → Documents → Create Template**.

2. Write a heading and a two-column **Table** with the personal data variables above.

3. Choose **Insert → Smart table** and select **Study plan**. Then open **Configure**. Its steps are **Data source**, **Columns**, **Filters**, **Grouping**, **Footers**, and **Page break**.

4. In **Columns**, choose from **Module**, **Module code**, **Grade name**, **Grade value**, **ECTS**, **Exam type**, **Status**, and **Semester**. The demo template shows Module, Grade name, Grade value, ECTS, and Status.

5. In **Grouping**, set **Term display** to **As group headers** and turn on **Show subtotals**. In **Footers**, turn on **ECTS sum (total)** and **Weighted grade average**.

6. In **Page break**, turn on **Repeat header on every page** and **Keep group together**, with **Minimum rows before break** set to 3 as in the demo template.

7. Add a short grading legend as text, and a **Signature** block if the transcript must be signed (**Mode**: **Pre-filled stamp** or **User signature**).

8. In **Page setup** set the format and margins. Choose **As user:**, turn on **Show sample data**, use **Preview**, then **Save**. If **Save blocked** appears, fix the smart table data source first.

## How to generate it

- **Single user:** **Campus Management → User Management → [User] → Documents → Smart Document**.
- **Bulk:** the Users table action **Smart Document** → **Add Document to User(s)**. See [Generate documents in bulk](/docs/fuxam-web/cms/smart-documents/generate-documents-in-bulk). **Download Documents** works for PDF templates only.
- **Self-service:** add the template under **Self-Service Documents** so eligible users can generate it.

## Best practices

- **Preview with a student who has many modules** to see the page break.
- **Show subtotals only when grouping by semester.**
- **Keep the columns short** so the table fits your page width.

## Common pitfalls

| Pitfall | How to avoid it |
|---|---|
| Empty table | The student has no grades in the study plan. The table shows a “no data” message. |
| Save blocked | Fix the smart table data source. |
| Table splits badly | Turn on **Repeat header on every page** and **Keep group together**. |
| Subtotals missing | They need grouping by semester. |

## FAQ

**Can I filter the table?**

Yes. In **Filters** use **Add condition**.

**Is the average weighted?**

The **Weighted grade average** is ECTS-weighted across all modules.

## Related pages

**[Example: Enrollment certificate](/docs/fuxam-web/cms/smart-documents/examples/enrollment-certificate)**

A one-page User document.

**[Edit a document](/docs/fuxam-web/cms/smart-documents/edit-a-document)**

Editor and preview.

**[Document variables and data sources](/docs/fuxam-web/cms/smart-documents/document-variables-and-data-sources)**

Smart table data sources.

**[Manage documents](/docs/fuxam-web/cms/smart-documents/manage-documents)**

Templates table.