This article shares practical, time-saving tips for working with document templates in DEAR Systems, from downloading and editing them in Word to re-uploading and printing your customised versions. You’ll learn how to make the most of merge fields, table structures, and formatting so your documents are accurate, professional, and easy to maintain.
What you’ll learn:
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How to download, edit, and re-upload DEAR templates
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Using and modifying merge fields for personalised documents
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Viewing and adjusting table grid lines for easier editing
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Understanding TableStart and TableEnd for proper data mapping
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Updating all fields to apply changes correctly
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Printing customised templates directly from DEAR
One of the biggest advantages of DEAR Systems is the range of document templates that are available which can save you time and streamline your internal processes. In this blog we’re going to take you through some of the templates you can use, including some tips when editing your documents within Word and how to upload and download templates from DEAR.
How do you download and edit templates in Word with DEAR?
Once you’re logged into your DEAR system, head over to the Settings section of your account. Within Settings you’ll see the option for Document & Email Templates.
From here you have access to all of the printable templates within the system including;
- Purchase templates
- Sales templates
- Inventory docs
- Point of Sale (POS)
- Production
- CRM
- Financial docs
Once you find the template you need, simply select it and from the top left and select the ‘Download’ button – this will download the Word version of the template.
When you open the template in Word it will look as it does within the DEAR dashboard and will be formatted exactly how it will look when printed. These templates are quite basic but they are easy enough to edit and merge with your own data.
The most important tip we’re going to give to you in this blog is how to get your template in the right view so that you edit your merge fields. Your merge fields are displayed by the content within the arrows (<). This is essentially a reference field that you put into your document and when it’s printed from DEAR, the customer details will have been inputted from the sales quote (for example, customer name, etc.).
In the current view as shown above, you cannot edit these merge fields. To change this into an editable format, select Alt and F9 on your keypad. What this will do is allow you access the ‘backend’ of the template, which will look a little like this:
You’re now in a position to edit these merge fields. These merge fields all exist within the DEAR Support Page so if you’re unsure what a merge field is for a certain field within DEAR, you can check in this location.
How do you add a new merge field into your DEAR template?
To add a new merge field into your DEAR template, first make your fields editable, then select the field you want to change, edit the text after MERGEFIELD with the correct field name from the DEAR Support Page, and the system will pull the corresponding data (like company name or phone number) into your template when printing.
Once you have the correct field name, this will pull through from the same field data input that exists on your account. So, when it comes to printing, adding Company will pull through the customers company name, Phone will pull through the customers phone number, and so on.
Editing data in the tables that appear with your order details can be tricky as you cannot see the lines that make up the table – but we have a handy tip for you. If you click on the table itself, this will select the whole element and will allow you to go to the Layout option and click View Grid Lines:
This will make your editing easier as you’ll be able to see every single line within the table and easily move them. Now we’ve gone over some of the simpler aspects of merge fields, we’re going to take a look at some of the tricker tasks.
How do you print your edited template in DEAR?
To print your edited template in DEAR, you must ensure that reference fields like TableStart and TableEnd are correctly placed in the document, as they define where customer and sales data (e.g., Customer Name, Billing Address) will be pulled from when printing.
This is placed at the top of document as most of the sales related data will follow afterwards. For this to work, the TableStart also needs a TableEnd. Most of the templates within DEAR come with these as a default but if you’re ever going to make any changes to a template, it’s good to know that all templates must include a TableStart and TableEnd in order to work. If you edit your table data, you’ll also note that there is a TableStart for every table within your document template, this will appear as TableQuoteStart and TableQuoteEnd.
These are elements of the DEAR management system that you’ll need to learn in order to get the most out of the system but again, there’s loads of helpful guides on the DEAR Support Page.
When using merge fields on your tables, for example with stock quote lines, in the event you make any changes to the merge fields in a table you must update the fields. To do this select Ctrl and A which will select the whole document:
Once the data is selected, right click in the table, and select Update Field. This will update any changes to the merge fields or anything else you have added to the backend of the template. Once that’s done, don’t forget to save your document!
How do you reupload your edited document into DEAR?
To reupload your edited document into DEAR, go to the templates section in your dashboard, select the template you edited, choose ‘Choose a document template,’ pick the saved version from your File Explorer, and save it so it appears in your available templates.
The saved version will then appear within your available templates. Your document is now ready to be printed from the system.
How do you print templates from DEAR?
From your DEAR systems dashboard, from the top menu select ‘Sale’ and then ‘Sales’:
As the example we’ve developed was for a sales quote, you will need to go to the quote stage of the sale and select ‘Print’. And you’re done!
We hope you’ve found this blog useful in using and navigation around your DEAR system. For more help on getting the most from DEAR, view more of our blogs or check out our YouTube channel.
Need help getting started? Get in touch with us to help you troubleshoot your system.
Frequently Asked Questions about Editing DEAR System Templates
1. How do I download and edit a DEAR template in Word?
To download a DEAR template, go to the Settings section in your DEAR account and choose Document & Email Templates. Pick the template you want (like Sales, POS, or Purchase), hit Download, and open it in Word. From there, you can customize the layout, branding, and merge fields to match your business needs.
2. How do I make DEAR merge fields editable in Word?
Once you’ve opened the template in Word, press Alt + F9 on your keyboard. This toggles the merge fields into an editable format, letting you update or remove fields like <MyFax> or add new ones like <Company> or <Phone>. Be sure to cross-check the correct field names on the DEAR Support Page before making changes.
3. What are TableStart and TableEnd tags in DEAR templates?
The TableStart and TableEnd tags define where DEAR pulls data from when printing documents. For example, TableStartSale signals the beginning of sales data. Every TableStart must have a matching TableEnd, and there are multiple ones for sections like quotes (e.g., TableQuoteStart, TableQuoteEnd). Without these, the template won’t function correctly.
4. Can I preview table formatting while editing DEAR templates?
Yes! When editing the order details section in your DEAR template, click on the table and go to Layout > View Gridlines in Word. This reveals all table lines, making it easier to align fields, adjust spacing, and ensure everything looks clean and professional before printing.
5. How do I update merge fields after editing my DEAR template?
Once your edits are done, press Ctrl + A to select the entire document, then right-click > Update Field. This updates all merge fields, ensuring your changes will display correctly when the document is printed from DEAR.
