---
title: "Document templates"
slug: "efp-document-templates"
description: "Create Microsoft Word document templates for Quickbase with Exact Forms Plus, using field names and IDs to automate data insertion seamlessly."
tags: ["Quickbase Extension", "Exact Forms Plus", "templates"]
updated: 2026-10-09T16:10:55Z
published: 2026-10-09T16:10:55Z
canonical: "help.quickbase.com/efp-document-templates"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Document templates

A document template is a Microsoft Word file that shows how the documents Exact Forms Plus creates should look. You write the fixed text and layout in Word, and type a field name or field ID between tildes (`~`) wherever a value from Quickbase should go. When a user creates a document, Exact Forms Plus replaces each of these with the value from the record, and saves the result as a Word document or a PDF.

This page explains how to build a template and add it to Quickbase. For dates, images, functions, and everything else you can put in a template, see [Template fields and functions](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions). For tables of related records, see [Insert embedded reports (subtable)](https://help.quickbase.com/quickbase-extensions/docs/en/efp-embedded-reports). For the terms used here (master record, related data, embedded report), see [Exact Forms Plus terms and concepts](https://help.quickbase.com/quickbase-extensions/docs/en/exact-forms-plus-key-terms).

## The template file

- The template must be a Word file whose name ends in **.docx** or **.doc**, in lowercase. Other files, including a name ending in `.DOCX`, are rejected with the message *This version of Exact Forms Plus only supports .doc or .docx template files.* To fix it, open the file in Word, save it as .docx or .doc, and upload it again.
- You don't need macros or add-ins. Any version of Word that saves .docx or .doc files works, including Word for Mac.
- Word documents created from the template have the same format as the template: a .docx template creates .docx files, a .doc template creates .doc files. To create a PDF instead, set `docfmt=pdf` in the button formula (see [Output file](https://help.quickbase.com/quickbase-extensions/docs/en/efp-formula-url-parameters#output-file)).
- You can put field values anywhere in the document, including Word headers and footers and inside Word tables.

## Insert field values

Put a field name or field ID between tildes (`~`). When the document is created, Exact Forms Plus replaces it, tildes included, with the field's value from the master record.

For example, if a **Customer Name** field (field ID 5) holds *John Smith*, either of these lines:

```plaintext
Dear ~Customer Name~,
Dear ~5~,
```

creates *Dear John Smith,* in the document. If the name is stored in two fields, **First Name** (6) and **Last Name** (7), use `Dear ~First Name~ ~Last Name~,` or `Dear ~6~ ~7~,`.

- **Field names aren't case-sensitive.** `~customer name~` works too. Field IDs keep working if someone renames the field, so they're the safer choice.
- **Every field the template uses must be in the template's clist.** Exact Forms Plus reads only the fields listed in the **clist** field of the template record (or in the `clist` parameter of the button formula, if there is one). The EFP Configurator fills the clist for you; see [Add a new document template](/quickbase-extensions/docs/efp-document-templates#store-the-template).
- If the field isn't in the clist, or doesn't exist, the text is left in the document exactly as typed, for example *~Customer Name~*. No error is shown, so check a test document for leftover tildes.
- A field with no value is replaced with nothing.

### Example: a purchase order template

A purchase order template on a *Purchase Orders* table could contain the following. The fixed labels are typed in Word; everything between tildes comes from the record. This example uses field IDs, which keep working if a field is renamed. Field names work the same way, for example `~PO Date~` instead of `~6~`.

```plaintext
PURCHASE ORDER
PO Date: ~6~                      PO #: ~7~

Vendor:                           Ship To:
~8~                               ~14~
~9~                               ~15~
~10~, ~11~ ~12~                   ~16~, ~17~ ~18~

Shipping Method     Delivery Date     Approved     Photo
~19~                ~20~              ~21~         ~i:75:30~

~strid=1~                         (the line items table)

                     Subtotal   ~22~
                     Sales Tax  ~23~
                     Total      ~13~
                     ~=FormatN(f[13],$)~   (the total in words)
```

The field IDs in this example belong to these fields on the *Purchase Orders* table:

| Field ID | Field | Field ID | Field |
| --- | --- | --- | --- |
| 6 | PO Date | 15 | Client Address |
| 7 | PO Number | 16 | Client City |
| 8 | Vendor Name | 17 | Client State |
| 9 | Vendor Address | 18 | Client Zip |
| 10 | Vendor City | 19 | Shipping Method |
| 11 | Vendor State | 20 | Delivery Date |
| 12 | Vendor Zip | 21 | Approved |
| 13 | Total | 22 | Subtotal |
| 14 | Client Name | 23 | Sales Tax |
| 75 | Photo (file attachment) |  |  |

Here, `~i:75:30~` inserts the image in field 75 (see [Images](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions#images)), `~strid=1~` inserts an embedded report (see [Embedded reports](/quickbase-extensions/docs/efp-document-templates#embedded-reports)), and `~=FormatN(f[13],$)~` writes the value of field 13 in words (see [Numbers in words](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions#numbers-in-words)).

All of these fields must be in the template's clist, so for this template it would be `6.7.8.9.10.11.12.13.14.15.16.17.18.19.20.21.22.23.75`. The EFP Configurator builds it when you select the fields (see [Step 2](/quickbase-extensions/docs/efp-document-templates#choose-the-fields)).

## Formatting, images, and functions

Besides plain field values, a template can format values and add images, barcodes, and other content. Each option is described, with examples, in [Template fields and functions](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions):

- [How field types appear](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions#field-types): dates, percentages, checkboxes, user fields, HTML, and images.
- [Dates](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions#dates): date formats and the current date.
- [Images](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions#images): how to insert an image and set its size.
- [Functions](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions#functions): numbers in words, ordinal numbers, currency symbols, barcodes and QR codes, and charts.

## Embedded reports (related data)

To show a table of records, such as the line items of an order, add an embedded report. You set it up with the EFP Configurator as a Document Subtables record, then copy the record's **Template Reference** value, for example `~strid=1~`, onto its own line in the template. For the steps and every option, see [Insert embedded reports (subtable)](https://help.quickbase.com/quickbase-extensions/docs/en/efp-embedded-reports).

## Add a new document template

Templates are stored in the Document Templates table, which the setup wizard adds to your app. Each record is one template, and its Record ID# is the template ID that the button formula uses (`tpid`). Once you've designed the template in Word, add it to Quickbase in two steps: create the template record, then choose the fields with the EFP Configurator. If the template has embedded reports, add them afterward (see [Create an embedded report](https://help.quickbase.com/quickbase-extensions/docs/en/efp-embedded-reports#create)).

### Step 1: Create the template record

1. Open the Document Templates table in your app and add a new record.
2. The new record form shows these fields:
  - **Name** (required): enter a name for the template, for example *Purchase Order*.
  - **clist**: leave it blank. The EFP Configurator fills it in (step 2).
  - **Template File** (in older apps, **MS Word Template file**): select **Choose File** and pick the Word file on your computer.
  - **MSG_DetailsNotFound** (optional): the text to show when an embedded report has no records.
3. Select **Save**.

The saved record shows the template's details and the tools for the next steps:

- **Name**, a blank **clist**, **Template File** with a link to the Word file and a **Revisions** button for earlier versions, **MSG_DetailsNotFound**, and a blank **Master table dbid**.
- The [**EFP Configurator**](https://help.quickbase.com/quickbase-extensions/docs/en/efp-configurator-overview#open-the-configurator) button (used in step 2).
- The [**Add New Exact Forms Plus Subtable**](https://help.quickbase.com/quickbase-extensions/docs/en/efp-configurator-create-embedded-report#open) button and a list of the template's embedded reports, empty for now.

### Step 2: Choose the fields with the EFP Configurator

These are the basic steps. For everything on the configurator's **Master** tab, including how to change the master table later, see [Choose the master table fields](https://help.quickbase.com/quickbase-extensions/docs/en/efp-configurator-master-fields).

1. On the saved template record, select [**EFP Configurator**](https://help.quickbase.com/quickbase-extensions/docs/en/efp-configurator-overview#open-the-configurator). The **Exact Forms Plus Configurator** opens in a new window. It has two tabs, **Master** and **Configurations**, and opens on **Master**, under the heading **Master Table Settings**.
2. In **Select the table from your application**, choose the master table, for example *Purchase Orders*. Until you choose one, the list shows *No Table is Selected..*
3. The fields of that table are listed with three columns: **Field ID#**, **Field Name** (with the field ID in parentheses, for example *Client Name(7)*), and **Is Selected**. Select a column heading to sort the list.
4. Select the check box in **Is Selected** for every field the template uses, including fields used inside functions and in the file name. Clear the check box for fields you don't need. As you go, **Master Table Clist:** below the list shows the selected field IDs separated by periods, for example *2.3.7.9.11.12*.
5. Select **Apply Changes** to save the selection to Quickbase. A success message confirms that the master table settings were saved. If you haven't chosen a table or any fields, you see *Please Select a table* or *Please add some fields before saving* instead.
6. Select **Close**. If you leave without selecting **Apply Changes**, your browser warns you that changes may not be saved.
7. Back on the template record, **clist** now holds the field IDs you selected, for example *9.18.10.12.13.14*, and **Master table dbid** holds the master table's ID. If they're still blank, refresh the page.

When you add a field to the template later, open the EFP Configurator again, select the field in **Is Selected**, and select **Apply Changes**. You can also add the ID to **clist** yourself: field IDs separated by periods, starting and ending with a number.

### Change a template

Edit the Word file and attach it to **Template File** again. Earlier versions are kept, so you can go back to one. To start a new template from an existing one, use **Copy this Document Template**, which copies the record together with its embedded reports.

To try a change without saving documents to your records, add `test=y` to the button formula. See [Other parameters](https://help.quickbase.com/quickbase-extensions/docs/en/efp-formula-url-parameters#other-parameters).

## If the document isn't created or looks wrong

| What you see | What to do |
| --- | --- |
| *This version of Exact Forms Plus only supports .doc or .docx template files.* | Save the template as .docx or .doc (lowercase extension) and attach it again. |
| *The template record was not found.* | The template ID (`tpid`) in the button formula doesn't match a record in the Document Templates table. |
| *The template table was not found.* | The `tpdbid` in the button formula is wrong. Use the table alias `[_DBID_DOCUMENT_TEMPLATES]`. |
| *The template record exists but there is no file associated to it.* | Attach the Word file to the template record. |
| *Document could not be downloaded at this time.* | Exact Forms Plus couldn't read the template file. Try again in a moment. |
| Text such as *~Customer Name~* appears in the document as typed | The field isn't in the template's clist, or the name or ID is wrong. Add it with the EFP Configurator. |

For errors from embedded reports (`~strid=N~`), see [If the embedded report doesn't appear or looks wrong](https://help.quickbase.com/quickbase-extensions/docs/en/efp-embedded-reports#troubleshooting). The exact wording of these messages differs slightly between buttons. If you still need help, open a [technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support).

See also: [Template fields and functions](https://help.quickbase.com/quickbase-extensions/docs/en/efp-template-tokens-and-functions), [Insert embedded reports (subtable)](https://help.quickbase.com/quickbase-extensions/docs/en/efp-embedded-reports), [Exact Forms Plus formula URL parameters](https://help.quickbase.com/quickbase-extensions/docs/en/efp-formula-url-parameters), [Exact Forms Plus Configurator overview](https://help.quickbase.com/quickbase-extensions/docs/en/efp-configurator-overview), [Mailing labels](https://help.quickbase.com/quickbase-extensions/docs/en/efp-mailing-labels).

## Related

- [Exact Forms Plus setup type](/exact-forms-plus-setup-type.md)