Use a document template
Map template variables to Fuxam data in the document editor and generate filled PDFs for users, modules, curricula, rooms, or certificates — including self-service.
Using a smart document template is a two-part process: configure mappings in the document editor so each PDF field resolves to a Fuxam data key, then generate a filled PDF for a specific user or object. Generation pulls live data — profile attributes, custom institution fields, module metadata, curriculum details, time-tracking summaries, and more — into the places you marked on the template.
This page covers administrator-driven generation from user profiles and self-service flows for eligible end users. For a deeper catalog of data sources, see Document variables and data sources. For many users at once, see Generate documents in bulk.
Why it matters
Mapped variables are what make a static PDF “smart.” Without them, staff would still export data manually. With them, an enrollment confirmation always shows the current program name from the student’s record, a module sheet reflects the active module version, and time reports resolve hours for the selected period on the server. The mapping model is the bridge between User Management records and official paperwork.
How it fits
Templates are created in Create a document and maintained in Edit a document. User-type templates commonly draw on data maintained through Study programs and cohorts enrollment and custom columns. Templates with time fields integrate with Time tracking. Health insurance (GKV) uses separate XML notices for Krankenkassen reporting — smart documents complement that workflow with PDF letters and internal forms, not replacement of Meldegrund exports.
Key concepts
| Concept | Description |
|---|---|
| Form field | An interactive or display region placed on the PDF in the editor where a dynamic value should appear. |
| Data key | The Fuxam attribute assigned to each field — standard user attributes, custom institution fields, object-specific keys, or time-tracking period fields. |
| Field conditions | Optional rules that show or hide sections based on template logic. |
| Mapped fields / Fields count | The fields you mapped on the template; the templates table shows this as a Fields count. |
| Fillable assignment | A generated document that may require user completion or signature before the workflow is done. |
How to map variables in the editor
When you create or edit a template, the document editor opens on the uploaded PDF:
Place fields on the PDF where dynamic values should appear.
Assign each field to a Fuxam data key — standard user attributes, custom institution fields, object-specific keys (module, curriculum, room, certificate), or time-tracking period fields when the template includes reporting ranges.
Optionally define field conditions so sections show or hide based on template rules.
Save and return to Settings → Documents.
The templates table shows a Fields count for the fields you mapped on the template.
Mapping by object type
| Object type | Typical keys to map |
|---|---|
| User | Name, email, addresses, cohort/program context, custom columns, time-tracking period summaries |
| Module | Module version metadata from Modules |
| Curriculum | Curriculum and program structure from Curricula |
| Room | Room and location attributes from Rooms |
| Certificate | Course-completion certificate fields |
Conceptual detail (student vs program vs dates): Document variables and data sources.
How to generate for a user (admin)
Most day-to-day letters are produced one person at a time from the profile:
Go to OrgHub → User Management → [User] → Documents.
In the smart-document section, choose Add document or pick a template from the generation flow.
Select the template and complete any additional form values the template requires.
Confirm generation. Fuxam produces a filled PDF and attaches it to the user’s document list or fillable-document assignments.
View or Download the result from the documents table, or request the user to complete/sign a fillable assignment when signatures are required.
You can also start generation from Settings → Documents using the export/generate actions on a template card when previewing with your own user context.
When to generate from the profile
| Situation | Why single generation fits |
|---|---|
| Correcting a bad PDF after a data fix | Re-issue only that student after updating the profile |
| Sensitive contracts needing review | Check the filled PDF before sending or requesting signature |
| First-time template validation | Prove mappings on one known record before bulk |
| Ad-hoc student request | One enrollment letter for a landlord or authority |
Self-service generation
Administrators configure self-service documents on the same settings page — linking a user-type template to eligible roles. Eligible users then create those PDFs from Dashboard → Management → Documents without an admin initiating each request. See the Management tab for how students discover available sections.
Self-service is appropriate for low-risk, repeatable documents (enrollment confirmations, standard attestations) where the institution trusts mapped data without per-student review.
Study contracts and certificates
When tuition management or certificate features are enabled, additional sections on Settings → Documents and the user Documents tab handle study-contract templates and course-completion certificates using the same variable-mapping pattern with domain-specific field sets. These tie to program enrollment managed under Study programs and cohorts and, for tuition, user profile Tuition data when that tab is active.
Full chapter: Study contracts and certificates.
Best practices
- Map only fields the PDF displays. Extra mapped keys add maintenance burden without visible benefit.
- Use field conditions sparingly. Complex conditional logic is harder to test across cohorts and program variants.
- Validate on real users. Test with students from different cohorts so program name, intake date, and custom columns populate correctly.
- Document time periods clearly. For time-tracking templates, confirm which default range (for example, previous month) matches payroll or compliance expectations.
- Separate GKV XML from PDF letters. Statutory health insurance notices use the Dakota integration and Sent notices history — do not assume a smart document replaces Meldegrund 20 or 30 reporting.
- Minimize personal data on the face of the PDF. Prefer fields required by the letter’s purpose; see the data-protection notes on the Smart documents overview.
Common pitfalls
| Pitfall | Result | Prevention |
|---|---|---|
| Unmapped fields | Blank areas on generated PDF | Check Fields count in the templates table before go-live |
| Wrong object type at creation | Missing data keys in editor | Recreate template with correct type — see Create a document |
| Expecting to edit computed time values | Server ignores client overrides | Adjust the reporting period or source time entries in Time tracking |
| Missing custom column data | Empty placeholders | Ensure values exist on the user profile before generation |
| Expecting old PDFs to change after remapping | Stored files stay as generated | Edit the template, then regenerate — see Edit a document |
FAQ
Why is a mapped field empty on the PDF?
The user or object record may not have a value for that data key, or the field was added to the profile after the last data update. Verify the profile in View a user and confirm custom columns are filled.
Can one template serve multiple document types?
Each template has one Object type. Different layouts or data scopes need separate templates, though naming and self-service rules can group them for staff.
What is the difference between smart documents and uploaded files on the Documents tab?
Smart documents are generated from mapped templates. Uploaded files are manually attached documents administrators can delete when permitted. Both appear on the user Documents tab — see Manage documents.
Who can open the Documents tab?
Staff need permission to view user documents, and the Smart Documents feature must be enabled for the institution. Role profile settings can still hide the tab even when those gates are met — see Permissions and features.