Data Tab - Complete User Guide

The Data Tab is your central hub for managing all data sources, files, and content that power your Word documents.

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📑 Table of Contents

• Overview
• Sub-Tab: Files
• Sub-Tab: Sources
• Sub-Tab: Import
• Sub-Tab: Sync
• Sub-Tab: Media
• Sub-Tab: Packages
• Quick Reference
• Common Workflows

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Overview

The Data Tab contains 6 sub-tabs organized in two rows:

Row 1:

• 📁 Files - Manage CSV data files and Word templates
• 🔌 Sources - Connect to live data sources
• 📥 Import - Import data directly into documents

Row 2:

• 🔄 Sync - Manage automatic data synchronization
• 🖼️ Media - Organize image libraries
• 📦 Packages - Access pre-built email campaign packages

Each sub-tab is designed for a specific aspect of data management. Let's explore each one in detail.

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Sub-Tab: Files

Purpose: Store and manage static data files and Word templates that you'll use repeatedly in your document generation.

📂 Data Files Section

Upload and manage CSV or Excel files containing the data you want to merge into Word documents.

What You Can Do

Upload a Data File:

• Click the "Import Data File" button
• Select a CSV or Excel file from your computer
• Your file is uploaded and stored securely in your account
• File appears in the list with metadata (name, size, row count, column count, upload date)

View File Details:

Each file card shows:

• File name and original filename
• Row count - Total number of data rows
• Column count - Number of fields/columns
• Upload date - When you uploaded it
• File size - Storage size

Work with Your Data:

| Button | Icon | What It Does |

|--------|------|--------------|

| Insert Fields | 📋 | Opens a list of all columns in your data file. Select fields to insert as placeholders (like <>) into your current Word document. |

| Sort Data | ↕️ | Reorder your data rows based on any column (ascending or descending). Useful for organizing output before document generation. |

| View Data | 👁️ | Opens an interactive data viewer with:
• Full table view of all data
• Search across all fields
• Column filtering
• Sortable columns
• Export capabilities |

| Download | ⬇️ | Download the original file back to your computer for offline editing. |

| Delete | 🗑️ | Permanently remove the file from your account. Requires confirmation. |

Example Use Case

Scenario: You have a customer list in Excel with columns: FirstName, LastName, Email, PurchaseAmount

Steps:

• Upload the Excel file using "Import Data File"
• Click "Insert Fields" to see all columns
• Select "FirstName" - it inserts <> at your cursor
• Type some text, then insert more fields
• Your template might look like: Dear <> <>,

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📄 Word Templates Section

Upload and store Word document templates (.docx files) that already contain placeholders and formatting.

What You Can Do

Upload a Template:

• Click "Upload Template" button
• Select a .docx file from your computer
• Template is saved to your account
• Use it later by loading it into the current document

Save Current Document:

• Design your template in Word with placeholders
• Click "Save Current Doc" button
• Give it a name
• Your current document is saved as a reusable template

Use a Template:

• Click the "Load" button on any template
• The template's content is inserted into your current Word document using OOXML magic
• All formatting, styles, and placeholders are preserved

Manage Templates:

• Download - Get the .docx file back to your computer
• Delete - Remove from your account

Example Use Case

Scenario: You've created a beautiful invoice template with your company logo, formatting, and placeholders

Steps:

• Design the invoice in Word with placeholders: <>, <>, etc.
• Click "Save Current Doc" and name it "Invoice Template"
• Later, open a blank document
• Go to Data → Files → Word Templates
• Click "Load" on your Invoice Template
• Template appears in the document, ready for data merge

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Sub-Tab: Sources

Purpose: Connect to external live data sources like Google Sheets, Microsoft Excel, Airtable, or SQL Server databases.

🔌 Live Data Connections

Instead of uploading static CSV files, connect directly to your cloud spreadsheets or databases for real-time data access.

Available Connections

| Source | Description | Authentication |

|--------|-------------|----------------|

| Google Sheets | Connect to spreadsheets in your Google Drive | OAuth (sign in with Google) |

| Microsoft Excel | Connect to Excel files in OneDrive/SharePoint | OAuth (sign in with Microsoft) |

| Airtable | Connect to Airtable bases | API Key + Base ID |

| SQL Server | Connect to SQL Server databases | Username/Password or Windows Auth |

How to Connect

Google Sheets:

• Click the "Google Sheets" tile (green)
• A popup opens for Google login
• Sign in and grant permissions
• Connection appears in the "Connected Data Sources" list

Microsoft Excel:

• Click the "Microsoft Excel" tile (green/dark green)
• Sign in with your Microsoft account
• Grant permissions
• Connection appears below

Airtable:

• Click the "Airtable" tile (yellow)
• Enter your API Key (from Airtable account settings)
• Enter your Base ID (from the Airtable URL)
• Click "Test & Connect"
• Connection appears if successful

SQL Server:

• Click the "SQL Server" tile (red)
• Enter connection details:

- Server name or IP address

- Database name

- Choose authentication method:

- Windows Authentication (no username/password needed)

- SQL Server Authentication (enter username and password)

• Click "Test & Connect"
• Connection appears if successful

Managing Connections

View Connection Details:

Each connected source shows:

• Source type and name
• Connection status (green = active)
• Available tables/sheets count
• Connection date

Actions:

• Test Connection - Verify the connection is still active
• Refresh - Reload the list of available tables
• Edit - Update connection settings
• Delete - Remove the connection (requires confirmation)

Example Use Case

Scenario: Your team maintains a Google Sheet with product inventory that updates daily

Steps:

• Go to Data → Sources
• Click "Google Sheets" tile
• Sign in with Google
• Connection established
• Now you can import data from any sheet in your Google Drive without uploading CSV files

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Sub-Tab: Import

Purpose: Pull data from your connected sources directly into the Word document using a guided wizard.

📥 Data Import Wizard

A 4-step wizard that guides you through selecting, configuring, previewing, and inserting live data.

Step 1: Select Data Source

What You See:

• List of all your connected data sources (from the Sources tab)
• Each source shows its type, name, and status

What To Do:

• Click on the data source you want to import from
• Example: Click on "Google Sheets" if you want data from a spreadsheet

Step 2: Select Table/Sheet

What You See:

• List of all available tables, sheets, or bases from your selected source
• Google Sheets shows all sheets in your spreadsheets
• SQL Server shows all tables in the database
• Excel shows all worksheets

What To Do:

• Click on the specific table or sheet containing your data
• Click "Next" or the table card directly

Step 3: Configure Import

What You See:

• List of all columns in your selected table/sheet with checkboxes
• Import format options
• Advanced settings

Configuration Options:

| Option | Description |

|--------|-------------|

| Select Columns | Check which columns you want to include. Uncheck columns you don't need. |

| Import Format | Choose how data appears in Word:
• Table - Formatted Word table
• List - Bulleted or numbered list
• Merge Fields - Insert placeholders only |

| Row Limit | Limit how many rows to import (default: 100). Enter 0 for all rows. |

| Enable Auto Sync |

| Sync Frequency | If auto sync enabled, choose: Hourly, Daily, or Weekly |

What To Do:

• Check the columns you want
• Select your preferred format
• Set row limit if needed
• Enable auto-sync if you want automatic updates
• Click "Next: Preview"

Step 4: Preview & Insert

What You See:

• Preview table showing the first 5 rows of your data
• Exactly how it will appear in Word
• Summary of your selections

What To Do:

• Review the preview
• If it looks good, click "Insert into Document"
• If not, click "Back" to adjust settings

Result:

• Data is inserted at your cursor position in Word
• If you enabled auto-sync, a schedule is created automatically (see Sync tab)
• Success message confirms completion

Example Use Case

Scenario: You need to create a report with the latest sales figures from your company's SQL Server database

Steps:

• Go to Data → Import
• Click your "SQL Server" connection
• Select the "SalesData" table
• Check columns: SalesRep, Product, Amount, Date
• Choose format: "Table"
• Set row limit: 50 (top 50 records)
• Enable auto-sync:
  ✅ (Daily at midnight)