How do I create a print template?

Some event materials represent material intended for printing and distribution for the event. For example, a paper invitation or a physical sign-in sheet. A print invitation template is a reusable .docx file that controls how a generated invitation or sign-in sheet looks. Rather than rewriting for every event, you build the layout once and let the system fill in each event's specific details automatically.

The details are filled in using tokens — small placeholders you type into the document that tell the system which information to pull in. When an end user generates the file, each token is replaced with real data from the event. For example, a token referencing the event's location is swapped out for the actual venue when the invitation is generated.

For example, Sarah's admin team wants every Cholecap speaker program to use a consistent, branded invitation. They build one .docx template with tokens for the event date, location, and each attendee's name, then upload it to the invitation catalog. Now, whenever Sarah generates invitations, the layout is already polished and on-brand.

Tokens follow a simple {{Object.Field}} pattern. See Creating Template Files in the Vault CRM Online Help for a full list of supported fields and formatting options.

A few of the most useful things to know about tokens:

  • Attendee tokens repeat automatically. If your template references attendee details, one invitation is generated per attendee — so a single template can produce an invitation for everyone on the list.
  • Tables repeat for you. When a token is placed inside a table row (for attendees, speakers, or sessions), the system adds one row per record when the file is generated.
  • Optional fields won't leave gaps. Marking a token as optional tells the system to leave it blank if there's no value. This is useful for fields like a second address line that aren't always filled in.

When building the file itself, keep these requirements in mind so it generates cleanly:

  • The file must be a .docx under 1MB and contain at least one token
  • Place tokens in the body of the document. Tokens in headers, footers, or text boxes aren't supported.
  • Use tables to organize content, and avoid overlapping images, text, and tokens
  • Embed any custom fonts and compress images to keep the file small

Once the template is ready, upload it to the matching catalog record:

  1. Navigate to Events Management > EM Catalog and select the catalog record.
  2. Go to the Attachments section.
  3. Select Upload, or drag and drop the .docx file into the related list.

From that point on, the template is available for end users to select when they generate invitations or sign-in sheets.