RTO VET PACK GENERATOR - TEMPLATE CREATION GUIDE (v1.2) ================================================ This guide explains how to create custom DOCX templates for the RTO VET Pack Generator. Copy this document into ChatGPT or another AI assistant to help create new templates. OVERVIEW -------- The system uses Microsoft Word (.docx) templates with Jinja2 placeholder syntax. During document generation, placeholders are replaced with actual content from the unit data and AI-generated material. PLACEHOLDER SYNTAX (JINJA2) --------------------------- All placeholders use double curly braces with LOWERCASE variable names: {{ variable_name }} IMPORTANT: - Use LOWERCASE with underscores (snake_case): {{ unit_code }} NOT (Unit Code) - Include spaces inside braces: {{ unit_title }} NOT {{unit_title}} - Placeholders are case-sensitive and must match exactly - Do NOT use parentheses like (Unit Code) - these will NOT be replaced CORRECT Examples: {{ unit_code }} - The unit code (e.g., PMBPROD301) {{ unit_title }} - The unit title {{ student_name }} - Student's name (for fillable forms) {{ assessor_name }} - Assessor's name INCORRECT Examples (will NOT work): (Unit Code) - WRONG: Uses parentheses instead of curly braces {{UNIT_CODE}} - WRONG: Uses uppercase {unit_code} - WRONG: Uses single braces AVAILABLE PLACEHOLDERS BY DOCUMENT TYPE --------------------------------------- ASSESSMENT COVER (for Assessment Record Summary sheets): {{ unit_code }} - Unit code (e.g., PMBWELD309E) {{ unit_title }} - Unit title {{ student_name }} - Student/apprentice name field {{ company_name }} - Workplace/company name {{ assessor_name }} - Assessor name field {{ mentor_name }} - Workplace mentor name {{ mentor_signature }} - Mentor signature field {{ assessor_signature }} - Assessor signature field {{ date }} - Generation date (DD-MM-YYYY format) {{ version }} - Version number (e.g., v1, v2) LEARNER GUIDE: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ learning_content }} - Main learning content (includes all sections) {{ elements_list }} - List of elements from the unit {{ performance_criteria }} - Performance criteria formatted for learners {{ knowledge_evidence }} - Knowledge evidence requirements {{ assessment_conditions }} - Assessment conditions {{ glossary }} - Glossary terms and definitions {{ qualification_code }} - Parent qualification code {{ stream_name }} - Stream name if applicable {{ industry_sector }} - Industry sector context {{ date }} - Generation date (DD-MM-YYYY format) {{ version }} - Version number (e.g., v1, v2) WRITTEN ASSESSMENT: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ assessment_questions }} - All assessment questions {{ knowledge_questions }} - Knowledge-based questions only {{ practical_questions }} - Practical/application questions {{ instructions }} - Assessment instructions {{ student_declaration }} - Student declaration text {{ assessor_section }} - Assessor feedback section {{ date }} - Generation date {{ version }} - Version number MODEL ANSWERS: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ model_answers }} - All model answers with question references {{ marking_guide }} - Marking criteria and point allocations {{ date }} - Generation date {{ version }} - Version number OBSERVATION CHECKLIST: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ checklist_items }} - Observable tasks and criteria {{ performance_criteria }} - Linked performance criteria {{ assessor_notes }} - Space for assessor observations {{ date }} - Generation date {{ version }} - Version number COMPLIANCE REPORT: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ mapping_matrix }} - Full requirement-to-content mapping {{ coverage_summary }} - Coverage percentage summary {{ validation_results }} - Validation check results {{ gap_analysis }} - Identified gaps and recommendations {{ date }} - Generation date {{ version }} - Version number ACTIVITIES WORKSHEET: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ activities }} - Learning activities and exercises {{ instructions }} - Activity instructions {{ date }} - Generation date {{ version }} - Version number QUICK REFERENCE GUIDE: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ key_points }} - Key learning points summary {{ procedures }} - Step-by-step procedures {{ safety_notes }} - WHS and safety reminders {{ date }} - Generation date {{ version }} - Version number GLOSSARY: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ glossary_terms }} - Alphabetised glossary with definitions {{ date }} - Generation date {{ version }} - Version number IMAGE GUIDE: {{ unit_code }} - Unit code {{ unit_title }} - Unit title {{ image_placeholders }} - Suggested images with descriptions {{ image_opportunities }} - List of visual content opportunities {{ date }} - Generation date {{ version }} - Version number FORMATTING REQUIREMENTS ----------------------- 1. DOCUMENT STRUCTURE - Use Word Styles (Heading 1, Heading 2, Normal, etc.) for proper structure - The system preserves your template's styling when inserting content - Tables are preserved and can contain placeholders 2. PAGE LAYOUT - A4 size recommended (210mm x 297mm) - Margins: 25mm top/bottom, 20mm left/right (adjustable) - Headers and footers are preserved 3. FONTS - Use standard fonts that render consistently (Arial, Calibri, Times New Roman) - The system preserves your font choices 4. TABLES - Placeholders can go inside table cells - Use {{ placeholder_name }} in a cell and it will be replaced with content - For multi-row content, use a single-row placeholder row 5. IMAGES AND LOGOS - Add logos and static images directly to the template - They will be preserved in the output - Do not use placeholders for images (not supported) PARTEC STYLING STANDARDS ======================== This section defines the official color palette and styling for all generated documents. Use these specifications when creating custom templates or instructing AI to generate documents. COLOR PALETTE ------------- Core Colors: - Navy Headers: #1A365D (RGB: 26, 54, 93) - Table headers with white text (#FFFFFF) - Section Headers: #000B5A (RGB: 0, 11, 90) - Document titles and section headings - Steel Blue: #4682B4 (RGB: 70, 130, 180) - Secondary headers, panel borders - Light Blue Callout: #CCE5FF - Info boxes and callout backgrounds - Gray Text: #6C757D (RGB: 108, 117, 125) - Metadata and secondary text Section Differentiation Colors: For multi-section documents, each section uses a distinct color pair (header/accent): - BLUE: #1565C0 / #E3F2FD (Planning, Introduction, Overview) - GREEN: #2E7D32 / #E8F5E9 (Source, Evidence, Content) - ORANGE: #E65100 / #FFF3E0 (Context, Alignment, Scenarios) - PURPLE: #7B1FA2 / #F3E5F5 (Process, Activities, Generation) - CYAN: #00838F / #E0F7FA (Quality, Review, Assessment) - PINK: #C2185B / #FCE4EC (Audit, Evidence Trail) TYPOGRAPHY STANDARDS -------------------- Font Family: Calibri (all text) - Title: 24pt bold - Heading 1: 16pt bold - Heading 2: 14pt bold - Heading 3: 12pt bold - Body: 11pt - Table Header: 11pt bold white - Table Body: 10pt - Small/Metadata: 9pt TABLE FORMATTING ---------------- - Header Row: Section color background with white bold text - Column Widths: Fixed using tblLayout="fixed" - Alignment: CENTER for narrow columns, LEFT for narrative - Alternating Rows: Light accent color from section palette AI PROMPT EXAMPLE ----------------- When instructing ChatGPT or other AI to create a document section, use: "Create a [section type] using PARTEC styling: - Section header: [COLOR NAME] theme (#HEADER_HEX background, white text) - Tables: Fixed-width columns, alternating rows with #ACCENT_HEX shading - Font: Calibri, 11pt body, 14pt section headers - Australian English spelling throughout" BEST PRACTICES -------------- 1. TEST YOUR TEMPLATE - Upload and generate a test document to verify placeholders work - Check that formatting is preserved 2. USE CLEAR SECTION HEADERS - Match section headers to the content type - Use consistent heading styles throughout 3. INCLUDE BRANDING - Add your RTO logo to headers - Include your organisation name and contact details 4. VERSION CONTROL - Include {{ version }} and {{ date }} in footers - This helps track which version was generated when 5. ASSESSMENT TOOL COMPLIANCE - Include student declaration sections where required - Add assessor feedback areas - Include reasonable adjustment sections COMMON ISSUES AND SOLUTIONS --------------------------- ISSUE: Placeholder not replaced SOLUTION: Check spelling and case exactly matches the placeholder name ISSUE: Formatting lost after generation SOLUTION: Ensure placeholder is in a paragraph with the desired style applied ISSUE: Content appears as one long block SOLUTION: The system inserts content with paragraph breaks. Check your template has proper spacing settings (Space After: 6pt recommended) ISSUE: Tables breaking across pages SOLUTION: Set table properties to "Keep rows together" in Word CHATGPT PROMPT FOR CREATING TEMPLATES ------------------------------------- Use this prompt to ask ChatGPT to help design a new template: "I need to create a Word document template for an RTO VET Pack Generator system. The template type is [DOCUMENT TYPE]. The template should include these placeholders: [LIST PLACEHOLDERS] Requirements: - Australian VET compliance focus - Professional RTO branding style - Clear section structure with appropriate headings - Include student/assessor sections where relevant - Use Jinja2 placeholder syntax with LOWERCASE variable names: {{ variable_name }} - Examples: {{ unit_code }}, {{ unit_title }}, {{ student_name }}, {{ assessor_name }} - DO NOT use parentheses like (Unit Code) or uppercase like {{UNIT_CODE}} Please describe the document structure, sections, and where each placeholder should go." EXAMPLE TEMPLATE STRUCTURE (Assessment Cover) ---------------------------------------------- [YOUR RTO LOGO] ASSESSMENT RECORD SUMMARY {{ unit_code }} - {{ unit_title }} Apprentice Name: {{ student_name }} Competency Unit Code: {{ unit_code }} Competency Unit Title: {{ unit_title }} Assessment Venue: {{ company_name }} Workplace Mentor: {{ mentor_name }} Assessor: {{ assessor_name }} Version: {{ version }} Generated: {{ date }} [FOOTER: Your RTO Name | RTO Code | Contact Details] EXAMPLE TEMPLATE STRUCTURE (Written Assessment) ----------------------------------------------- [YOUR RTO LOGO] WRITTEN ASSESSMENT {{ unit_code }} - {{ unit_title }} Student Name: _______________________ Student ID: _________________________ Date: ______________________________ INSTRUCTIONS {{ instructions }} STUDENT DECLARATION {{ student_declaration }} ASSESSMENT QUESTIONS {{ assessment_questions }} ASSESSOR USE ONLY {{ assessor_section }} Version: {{ version }} Generated: {{ date }} [FOOTER: Your RTO Name | RTO Code | Contact Details] DUAL OUTPUT FORMAT (DOCX + HTML for Axcelerate) ================================================ The system now supports dual-output pack generation: 1. DOCX_RTOFlow/ - Word documents with Jinja2 placeholders - Use {{ field_name }} syntax - All fields can be auto-filled by RTOFlow CRM before printing - Or leave placeholders for manual completion - This is the standard format for internal use 2. HTML_aXcelerate/ - HTML documents for Axcelerate portal - Use {field_name} syntax (single curly braces, no spaces) - Unit code and title are pre-filled automatically - Other fields remain as Axcelerate manual textbox markers - Import these into Axcelerate Template Builder 3. FIELD_MAP/ - Documentation folder - field_map.csv - Lists all fields and their tokens in both formats - notes_per_document.txt - Instructions for each output type PLACEHOLDER FORMAT COMPARISON ----------------------------- Field | DOCX (Jinja2) | HTML (Axcelerate) | Source -------------------|-------------------------|----------------------|----------------- unit_code | {{ unit_code }} | (auto-filled) | Pipeline unit_title | {{ unit_title }} | (auto-filled) | Pipeline student_name | {{ student_name }} | {student_name} | Portal/CRM company_name | {{ company_name }} | {company_name} | Portal/CRM assessor_name | {{ assessor_name }} | {assessor_name} | Portal/CRM mentor_name | {{ mentor_name }} | {mentor_name} | Portal/CRM assessor_signature | {{ assessor_signature }}| {assessor_signature} | Portal capture mentor_signature | {{ mentor_signature }} | {mentor_signature} | Portal capture date | {{ date }} | {date} | Portal/CRM AXCELERATE INTEGRATION GUIDE ---------------------------- The HTML files use Axcelerate's manual textbox syntax {field_name}. In Axcelerate Template Builder: 1. Create a new Template (Templates > Create New) 2. Paste HTML content from the HTML_aXcelerate folder 3. In the Template Builder, the {field_name} markers indicate where to add fields 4. Replace each {field_name} with an Axcelerate field insert: - For text input: Use Manual Textbox field - For signatures: Use Signature field - For dates: Use Date field 5. Save as an Agreement Template for signature capture 6. Create Agreement from Template when enrolling learners WHICH DOCUMENTS GET HTML VERSIONS --------------------------------- ALL documents are now converted to HTML using the mammoth library for high-quality formatting preservation: SIGNING DOCUMENTS (with manual entry fields): - Assessment Cover (Assessment Record Summary) - Written Assessment - Observation Checklists - Evidence Pack - Practical Pack These have {field_name} markers for Axcelerate manual textbox entry. CONTENT DOCUMENTS (no manual entry required): - Learner Guide - Assessor Guide - Mapping Matrix - Activities Worksheet - Quick Reference Guide - Glossary - Model Answers - (and all other generated documents) These are fully converted to HTML with tables, headings, and formatting preserved for viewing in the Axcelerate portal or other web systems. UPLOADING YOUR TEMPLATE ----------------------- 1. Go to the Templates page in the system 2. Enter a descriptive name (e.g., "Custom Written Assessment v2") 3. Select the correct template type from the dropdown 4. Upload your .docx file 5. The system will scan and display detected placeholders 6. Verify the placeholders match what you intended 7. Generate a test document to verify output SUPPORT ------- For template issues or questions: - Check the detected placeholders list after upload - Review the generation logs for any placeholder errors - Ensure your Word document is saved in .docx format (not .doc)