Knowledge Base

How to generate individual from SharePoint list items?

If you already store data in a SharePoint list and plan to create documents from the list items, BoostSolutions’ Document Maker can help you do it easily. You just need to create a template and specify a rule, the document will be created or generated according to your requirement.

In this article, we will explain how to create or generate individual documents from SharePoint list item.

WHAT YOU'LL GET

Generate Absence Request from a selected item

WHAT YOU'LL NEED

Document Maker

The sample data we use for this case

And this is the absence request template in Word format, the list fields of Absence Request List are inserted to the template as following.

Create document from SharePoint list item(s)

  1. Firstly, download the trial version of Document Maker and install it to your SharePoint server.

  2. And then install Document Maker add-on in Word application.

  3. Navigate to Absence Request List appeared above.

  4. Under LIST tab, click Manage Templates in Settings group.

  5. In the Document Maker Settings page, upload absence request template in the Document Maker settings page as following.

  6. In the Document Maker Settings page and click Rules on the left panel.

  7. And then click Add rule to add a rule.

  8. In the Add rule page, specify a name this rule, such as rule for absence request.

  9. In Select Template section, select absence request template, which means that the document will be generated using this selected template.

  10. In Naming Rule section, specify the name as following.

  11. In Date Format section, select (Default SharePoint Format). The date format for the generated document will be same as the SharePoint format.

  12. In Output Types section, select DOCX. The document will be generated as Word.

  13. In Distribute Document section, select Save as attachment option. The generated document will be saved as the item attachment.

  14. In Merged Document Generation section, unselect Enable option.

  15. Click OK to save the settings for this rule.

  16. And then, you will find that a rule is created in the Document Maker Settings page.

  17. Navigate to Absence Request List list, select one item (Cynthia Carey). Under ITEMS tab, click Generate Document command in Document Maker group.

  18. When Generate a Merged Document dialog appears, in Template section, select absence request template. In File Name section, you will see that the file name is generated based on the rule as following.

  19. Click Generate button. Wait for a few seconds, and then the document is generated in DOCX format as following.

  20. Here, click Download to save the generated document to local computer and check the generated document. And you will find that the values of selected item are filled in the Word template as following.

  21. View the details of item Cynthia Carey which is selected in above step, and then you will find that the generated document is saved as the attachment as following.

  22. In the Absence Request List, select two items (James Bennett and Mark Iverson). Under ITEMS tab, click Generate Document command in Document Maker group.

  23. When Generate Document dialog appears, in Template section, select absence request template.

  24. Click Generate button. Wait for a few seconds, and then there are two documents generated as DOCX format as following.

  25. View the details of item James Bennett and Mark Iverson, and then you will find that the generated document is saved as the attachment as following.

Related articles:

How to generate a combined document from multiple SharePoint list items?

How to save the generated document as item attachment?

How to save the generated document to a SharePoint document library?

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