Word Mail Merge Template Workflow#

Use this skill for repeatable Word document assembly: letters, contracts, HR forms, invoices, reports, and other templates that combine structured data with DOCX formatting.

Workflow#

1. Clarify the template model: classic mail merge fields, content controls, bookmarks, custom document properties, placeholder text, or a custom DOCX assembly pipeline.
2. Identify the data source and shape: CSV, Excel, JSON, database rows, one-record-per-document, repeated tables, optional clauses, images, or signatures.
3. Preserve the template. Work from a clean master copy and generate outputs into a separate folder.
4. Choose the safest fill strategy:
   • Use Word mail merge when the user needs Word-native merge behavior.
   • Use content controls for structured templates that should remain editable.
   • Use direct OOXML or a templating library for repeated sections, conditionals, and package-level control.
5. Protect formatting by replacing field values inside existing runs where possible. Avoid rebuilding paragraphs unless the template is simple.
6. Handle edge cases explicitly: missing data, long values, date/number formatting, optional sections, blank rows, page breaks, headers/footers, and tracked changes.
7. Validate generated documents by checking field completion, formatting, page count, section breaks, table rows, filenames, and any required PDF export.

Common Fix Patterns#

• Fields left unresolved: distinguish display text from field-code instructions and update fields in Word when needed.
• Formatting changes after merge: replace within runs or content controls rather than replacing whole paragraphs.
• Repeated rows or clauses: model repeats as tables or block-level OOXML, not simple string replacement.
• Data formatting: normalize dates, currency, line breaks, and locale-specific values before merge.
• Auditability: keep a manifest of source record IDs and output filenames for batch runs.

Outputs#

Provide:

• A clear template/data mapping.
• A safe generation workflow or implementation.
• A validation checklist for batch output quality.
• Notes about which steps require Word desktop field updates or PDF export.

Read references/requirement-plan.md only when the demand-agent evidence is needed.