Data Tab — Complete User Guide

DataPublisher for Word · May 2026

The Data Tab is your workspace for everything you bring into a document — CSV files, live database connections, image libraries, Word templates, and project-level Data Sets. Nothing in the Actions Tab runs until your data is organized here.

Overview
Files
Sources
Import
Media
Tables
Data Sets
Builder
Common Workflows
Troubleshooting

Overview

The Data Tab contains 7 sub-tabs arranged in three rows:

Row 1: Files · Sources · Import
Row 2: Media · Tables · Data Sets
Row 3: Builder (full width)

Each sub-tab handles a distinct layer of data management. Most users start with Files (upload a CSV), then move to Actions → Merge to generate documents. As your needs grow, the other sub-tabs add live connections, image management, structured project workspaces, and visual template building tools.

Files

Purpose: Manage static data files and Word document templates stored in your account.

The Files sub-tab has two sections stacked vertically: Data Files on top, Word Templates below.

Data Files

Upload CSV files (up to 50 MB) containing the records you want to merge into Word documents. Files are stored securely in your account and are available any time you return.

Uploading a file:
1. Click Import Data File
2. Select a CSV file from your computer
3. The file appears in the list with its name, row count, column count, upload date, and file size

Working with an uploaded file — the action buttons on each file card:

Button	What It Does
Insert Fields (clipboard icon)	Opens a field picker showing every column in the file. Check the fields you want and click Insert — placeholders like `<<FirstName>>` are dropped at your cursor in Word.
Sort Data (sort icon)	Re-orders the rows in the file by any column, ascending or descending. The sorted order is what runs during document generation.
View Data (eye icon)	Opens an interactive data viewer with full search, column filtering, sortable columns, and export. Use this to inspect data before running a merge.
Download (download icon)	Downloads the original file back to your computer for offline editing.
Delete (trash icon)	Permanently removes the file. Requires confirmation.

Supported file formats: CSV (comma-separated), TXT (tab or custom delimiter)
Maximum file size: 50 MB
Encoding: UTF-8 recommended for special characters

Word Templates

Store .docx Word templates in your account so they are available in the Actions → Merge dropdown. A template is just a Word document with placeholders already positioned — you design it once and reuse it for every merge run.

Adding a template:
- Upload Template — browse for a .docx file from your computer
- Save Current Doc — saves the document currently open in Word as a template with a name you choose

Using a template in the file list:
- Load — injects the template's content into the current Word document using OOXML (preserves all fonts, styles, and layout exactly)
- Download — retrieves the .docx file to your computer
- Delete — removes the template from your account

Tip: Design your template in Word with real-looking sample content first, then replace the content with placeholders like <<company_name>>. Save it here, then load it fresh for each new merge run.

Sources

Purpose: Connect to live external data sources — Google Sheets, Microsoft Excel 365, or SQL Server databases — so you can use always-current data without manual CSV exports.

Adding a Connection

Click one of the three connector tiles:

Google Sheets
Connects via Google OAuth. You'll be redirected to sign in to your Google account and grant read access to your Sheets. Once connected, any sheet you have access to is available as a data source.

Microsoft Excel 365
Connects via Microsoft Graph. Uses your Microsoft 365 account to access Excel files stored in OneDrive or SharePoint. Requires a Microsoft 365 subscription.

SQL Server
Direct database connection using a connection string. Provide your server address, database name, credentials, and optional port. Best for internal databases on your network.

Managing Connections

The Connected Data Sources list shows all active connections with their name, type, and status. Use the Refresh button to re-check connection health.

To update credentials or re-authenticate, click the edit action on any connection card
To remove a connection, use the delete action — this does not delete your underlying data, only the connection entry

Note: Live source data is not stored in DataPublisher. Each time you run a merge or import, the data is fetched fresh from the source.

Import

Purpose: Pull data from a connected live source directly into your current Word document as a formatted table, without first running a full merge action.

This is useful when you want to drop a live data snapshot into a report or proposal rather than generating a new document from scratch.

4-Step Import Wizard

Step 1 — Select Source
Choose from your connected data sources (set up in the Sources sub-tab).

Step 2 — Select Table/Sheet
Pick which table, worksheet, or view from that source contains the data you want. The list refreshes automatically based on the source you chose.

Step 3 — Configure Import
Select which columns to include. Check/uncheck individual columns. Deselect columns with sensitive data or columns not needed in the document.

Step 4 — Preview & Insert
A preview of the first 5 rows confirms the data looks correct. Click Insert into Document to write the data as a Word table at your cursor.

Tip: Use Import for live snapshots (current status reports, dashboards). Use Data Files + Merge for high-volume personalized document generation.

Media

Purpose: Organize image files into named libraries so they can be referenced in document templates using the [[field]] placeholder syntax and the {{InsertImage}} post-processing function.

Graphics Libraries

A library is a named folder of image files. You might have one library per client, one per product line, or one per project — whatever matches how your data references images.

Creating a library:
1. Click Create Library
2. Enter a library name (e.g., property-photos)
3. The library appears in the list, ready for uploads

Uploading images to a library:
- Open a library card and click its upload button
- Select one or more image files (.jpg, .jpeg, .png, .gif, .bmp, .tiff, .webp)
- Files are stored under libraryName/filename.ext

Referencing Images in Templates

In your Word template or data file, reference images using either:

[[property-photos/front_view.jpg]]          ← literal path
[[photos_library]]                          ← field that contains the filename
<<image_column>>{{InsertImage}}             ← field + function combo

The path format is always libraryName/filename.ext. The library name must exactly match what you created here.

Common image functions to combine with libraries:

Function	Effect
`{{InsertImage}}`	Insert the image at the placeholder location
`{{SetImageWidth:108}}`	Set width in points (108 pts = 1.5 inches)
`{{ResizeImageTo:300x200}}`	Resize to exact pixel dimensions
`{{CenterImage}}`	Center-align the image
`{{AlignImageLeft}}`	Left-align with text wrapping

Tip: Name your image files to match a column in your data file exactly. If your CSV has a column headshot_filename containing values like smith_john.jpg, set up a library called headshots and use <<headshot_filename>>{{InsertImage}} in your template.

Tables

Purpose: View, add, edit, and delete individual rows in your CSV data files without leaving Word. Full CRUD operations with search, filtering, and pagination.

This is your in-app data editor. Instead of downloading a CSV, editing it in Excel, and re-uploading, you can make direct changes here.

Using the Table Data Manager

Select a Data Set from the list (Data Sets are configured in the Data Sets sub-tab)
The data table opens showing all rows with column headers
Use the search bar to find specific records
Use column filters to narrow the view
Click any row to edit it inline
Use the Add Row button to insert new records
Use the delete icon on any row to remove it

Pagination: Large files are paginated for performance. Navigate with the page controls at the bottom.

Progress indicator: Batch operations (bulk delete, etc.) show a real-time progress bar with elapsed time and record count.

Note: Changes made here update the stored CSV in your account. If you have an active merge action pointing to this file, it will use the updated data on the next run.

Data Sets

Purpose: Bundle a data source, templates, AI configuration, and related settings into a reusable project workspace. Also contains the Domain Template Catalog for cloning pre-built industry solutions.

This is the power-user organizational layer. Instead of manually re-selecting your data file and template every time, a Data Set remembers the entire setup.

My Data Sets

Each Data Set card shows the set name and its connected components. Click to expand a card and access:

Data tab — the CSV file(s) or live source for this set
Connector tab — live source connection settings
Templates tab — the Word templates associated with this set
AI tab — AI knowledge base and context for this set's data
Tables tab — the data tables view scoped to this set

Creating a Data Set:
Use the Build Domain wizard (see below) or clone one from the Domain Template Catalog.

Domain Template Catalog

A growing library of pre-built, industry-specific document solutions. Each catalog entry includes:
- Sample CSV data files
- Pre-designed Word templates with placeholders already placed
- A configured Data Set ready to run
- Documentation on what the templates produce

Available verticals (current):
- Real Estate — property listings, comparative market analysis, showing reports
- Homeschool Co-op — student reports, class schedules, enrollment forms
- Construction Management — project proposals, change orders, subcontractor agreements
- General Business — directories, catalogs, mail merge letters

To use a catalog template:
1. Browse the catalog tiles; use the Category filter to narrow the list
2. Click a tile to read its description
3. Click Use This Template — the sample data, templates, and Data Set are all copied to your account instantly
4. Switch to Actions → Merge and run it immediately to see it working, then swap in your own data

Build Domain / Upload Domain

Build Domain — opens the visual Domain App Builder wizard. Step through screens to define your data schema, link a template portfolio, and configure generation settings. The result is a custom Data Set registered in your account.

Upload .zip — if you received a DataPublisher domain package (a .zip containing the data files, templates, and config), upload it here to import the entire project in one step.

Builder

Purpose: A visual, syntax-free tool for constructing placeholders, post-processing functions, conditional blocks, and loops — then inserting them directly into your Word document.

You never have to memorize syntax. Pick your options from dropdowns, see a live preview of the exact text that will be inserted, and click Insert.

Opening Builder

The Builder sub-tab has a compact inline panel inside the taskpane. For more screen space, click Open in Window to launch it as a floating dialog alongside your document.

Basic Fields Tab

Build a simple field placeholder.

Select a Data File from the dropdown
Select a Field from that file
Choose field type:
Text → inserts <<field_name>>
Image → inserts [[field_name]]
The Preview box shows exactly what will be inserted
Click Insert into Document

Post-Processing Tab

Attach one or more transformation functions to a field.

Select Data File and Field
Select a Function Category (Text, Data, Conditional, Visual, Image, Layout)
Click functions in the list to add them to your selection
The Preview box updates to show the complete syntax, e.g. <<price>>{{FormatCurrency}}{{MakeBold}}
Click Insert into Document

Functions can be chained. The preview always shows the exact string that will be written to the document.

Conditionals Tab

Build an IF/ELSE block that shows different content based on a field's value.

Select Data File and Condition Field
Choose an Operator: =, !=, >, <, >=, <=, CONTAINS, STARTS WITH, ENDS WITH
Enter the comparison Value
Enter the content when TRUE (plain text, or any placeholders)
Optionally enter content when FALSE (ELSE clause)
Preview shows the complete {#IF...}...{/IF} block
Click Insert Conditional Block

Loops Tab

Build a repeating block that iterates over a linked detail file (master-detail relationships).

Select the Master File (e.g., orders.csv)
Select the Related Array — this comes from a detail file linked to the master (e.g., OrderItems)
Write the Loop Content Template using array field syntax: <<OrderItems.product_name>>
Preview shows the {#FOREACH ArrayName}...{/FOREACH} block
Click Insert Loop Block

Snippets Tab

Browse and insert ready-made placeholder patterns for common scenarios.

Categories: All · Financial · Contact · Conditional · Custom

Use the search bar to filter by keyword. Click any snippet card to preview it, then click to insert. Custom snippets are ones you've saved yourself.

Live Placeholder Detection

Type a placeholder like <<TableName.FieldName>> directly in Word, then either press F2 or click Detect Placeholder & Open Builder. The Advanced Builder dialog opens pre-loaded with that field's live data, and you can navigate through records to preview how the document will look for each one.

Common Workflows

Workflow 1: First document from a CSV (10 minutes)

Data → Files → Import Data File → upload your CSV
Data → Files → click Insert Fields on your file → insert the placeholders you need into your Word document
Actions → Merge → select your data file → select Data Flow: One per page → click Run Action
Watch the progress bar; your document fills with personalized pages

Workflow 2: Add images to a catalog or directory (15 minutes)

Data → Media → Create Library → name it (e.g., product-photos)
Upload your image files to the library
In your CSV, add a column photo containing filenames like widget-blue.jpg
In your Word template, use [[photo]]{{InsertImage}}{{SetImageWidth:108}}
Actions → Merge → run as normal — images appear at each placeholder

Workflow 3: Use a Domain Template Catalog entry (5 minutes)

Data → Data Sets → scroll to Domain Template Catalog
Find a template that matches your use case, click Use This Template
Switch to Actions → Merge — your data file and template are pre-selected
Click Run Action — see the result with sample data
Come back to Data → Files to swap in your own CSV

Workflow 4: Master-detail document (e.g., invoice with line items)

Upload both your master file (invoices.csv) and detail file (line_items.csv) to Data → Files
Open Data → Builder → Loops tab
Select the master file, then the related array
Build your loop content template and insert the block into your Word template
Run from Actions → Merge with Single Document (ForEach loops) data flow

Troubleshooting

My CSV isn't uploading
- Check the file is under 50 MB
- Ensure it has a .csv or .txt extension
- Make sure it has a header row (column names in row 1)

Insert Fields shows no columns
- The file may have parsed incorrectly. Click View Data to inspect it. If columns are merged, check your delimiter (should be comma for CSV)

Images aren't appearing in merged documents
- Confirm the image filename in your data exactly matches the filename in the library (case-sensitive)
- Confirm the library name in your placeholder matches the library name in Media (case-sensitive)
- Make sure {{InsertImage}} is appended to the placeholder

Live source connection shows an error
- For Google Sheets: re-authenticate by clicking the connector tile again
- For Excel 365: verify the file is still in OneDrive/SharePoint and your Microsoft account is connected
- For SQL Server: check your network connection and verify credentials

Builder "Insert" button is greyed out
- A data file and field must both be selected before the Insert button activates

Placeholder detection (F2) does nothing
- Make sure your cursor is inside or immediately after the placeholder text in Word
- Ensure the placeholder follows the <<TableName.FieldName>> format exactly