Use Templates

Get ready

Check the starting point

These are the minimum conditions for the workflow to make sense.

Steps

Complete the task in order

Review choice points, save or preview behavior, and any stop condition before continuing.

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   Step 1

   Open Templates and choose the intended template

   Choose Templates and select the exact document template needed by the workflow. Read its purpose, registration status, class requirement, fields, and available preview actions before changing anything.

   Expected result: The selected template card identifies its purpose and current readiness.

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   Step 2

   Choose the required class context

   For a class-based template, choose the intended class before Preview real data or Generate. When Choose a class is shown, those actions stay unavailable; sample preview can still be used only for a layout check.

   Expected result: The class selector is a real-data prerequisite, while sample preview remains separate.

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   Step 3

   Review the field library and mappings

   Open the field list and verify that every required teacher, school, class, learner, date, grade, or attendance field maps to the intended source. Leave unsupported official fields blank rather than inventing values.

   Expected result: Field mappings determine what the preview and generated file can fill.

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   Step 4

   Use sample preview only to check layout

   Choose Preview with sample data when available to inspect layout without exposing real learner information. Treat sample preview as a layout check only; it does not prove that real class data is complete or correct.

   Expected result: Sample preview checks placement and readability, not official readiness.

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   Step 5

   Preview with real class data before generating

   Select the intended class and choose the real-data preview. Check learner order, teacher and school details, dates, class identity, and every populated field. Stop when the class, template, policy year, or source data is incomplete.

   Expected result: Real-data preview remains unavailable until the required class context is selected.

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   Step 6

   Complete learner-specific template details

   For a learner template, choose the learner and fill every required Template details field. A Needs details badge keeps Preview real data and Generate unavailable until the teacher-provided wording is complete.

   Expected result: Required learner-specific wording must be completed before real-data preview or generation.

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   Step 7

   Generate only after preview and plan checks pass

   Choose Generate only after the real-data preview passes. On a Free device, stop at the Paid-required boundary; on a valid Paid device, generate the local file and wait for the saved-output result before opening it.

   Expected result: Plan access is checked after template context and real-data readiness, not instead of them.

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   Step 8

   Open the actual file and correct the source when needed

   Open the PDF, DOCX, or XLSX and inspect every page or sheet. When data or layout is wrong, correct the template mapping or source records and generate again rather than editing an official-looking result into an unsupported state.

   Expected result: The opened local output is the evidence for the final template content and layout check.

Finish

Verify the result

Do not treat a saved screen or generated filename as proof that the work is ready.