Document Templates

Document Templates are Word documents that have been configured to extract specific fields into eScribe. These templates can represent a wide range of document types used within an organization, such as memos, reports to council, staff reports, and information-only reports.

While templates often share a consistent look and feel—including fonts, logos, and overall layout—the specific data fields they capture may vary depending on the document’s purpose.

Organizations may choose to use a single standard Document Template across all document types or create multiple templates to meet different reporting needs.

Enabling the Developer Tab in Microsoft Word

Tagging of a Document Title, Description, Recommendations and other additional extractable fields are completed by adding Rich or Plain Text Content Control boxes directly into the Word document. Following the steps below provided will ensure that Administrators can add and edit additional fields as necessary.

The Developer tab in MS Word must be enabled to configure your Document Templates in Word. If you do not see the Developer tab in your version of MS Word, it can be enabled by following these steps

In Word, Click the "File" tab
Select “Options”
Click "Customize Ribbon"
Under Main Tabs column on the right side of the screen, select the "Developer" check box
Click “OK”

Tagged Fields and Content Controls Overview

The table below outlines all supported tagged fields that can be added to a Microsoft Word document. These tags enable data to flow between eScribe and Word—either pulling information from eScribe into the document or pushing content from the document back into eScribe.

Only the tags listed in the table are supported. To ensure proper functionality, do not modify the tag names and avoid using unsupported Word features.

Approved tags only:
Use only the predefined tags listed in the table. These tags must be entered exactly as shown to ensure data is correctly exchanged between Word and eScribe.

Unsupported features:
Features such as Quick Parts and Calendar Pickers are no longer supported and should not be used, as they may cause issues with document functionality or data extraction.

Content Controls in Word

When adding tags to your document, you will use Content Control boxes, which are available in the Word Developer tab.

There are two types of content controls available:

Plain Text Content Control
- Supports basic text entry with limited formatting
- Best used for simple, structured fields (e.g., titles or reference numbers)
Rich Text Content Control
- Supports advanced formatting such as:
  - Bulleted or numbered lists
  - Indents
  - Font styling
- Ideal for longer or formatted content (e.g., descriptions or motions)

Name of Tag	Tag to be Entered	Content Control	Pulls From	Pulls To
Open Session Tags
Description	eScribe-Description	Rich Text	Word	Agenda
Description FR	eScribe-Description-FR	Rich Text	Word	Agenda
Motion	eScribe-Motion	Rich Text	Word	Agenda
Motion FR	eScribe-Motion-FR	Rich Text	Word	Agenda

Title	eScribe-Title	Plain Text	Word	Agenda Title
Document Number	eScribe-Document-Number	Plain Text	eScribe	Word
Sponsor	eScribe-Sponsor	Plain Text	eScribe	Word
Department (Dept/Branch)	eScribe-Department	Plain Text	eScribe	Word
Meeting Type	eScribe-Meeting-Type	Plain Text	eScribe	Word
Meeting Date	eScribe-Meeting-Date	Plain Text	eScribe	Word
Closed Session Tags
Closed Title	eScribe-Closed-Session-Title	Plain Text	Word	Agenda
Closed Title French	eScribe-Closed-Session-Title-FR	Plain Text	Word	Agenda
Closed Description	eScribe-Closed-Session-Description	Rich Text	Word	Agenda
Closed Description French	eScribe-Closed-Session-Description-FR	Rich Text	Word	Agenda

Locking Fields

Please Note: The following steps are optional and allow you to prevent users from accidentally deleting properties by “locking” them or preventing them from being edited. This requires the Developer Tab to be enabled in Microsoft Word. On the Developer tab, select Properties :

Select Content control cannot be deleted to prevent a report writer from deleting the field, or Contents cannot be edited to prevent a report writer from changing the data in a field (for example Report Numbering, to ensure the automatic report number is not changed in the report) then click OK