Lumary uses a product called Formstack Documents to generate documents directly from the information stored in your Lumary system. When a document is generated, Formstack pulls in client-specific data — such as participant names, NDIS numbers, plan dates, and contact details — and merges it into a pre-built template to produce a ready-to-use document.
These documents can then be sent for e-signing, or printed. Common templates include (but not limited to):
- NDIS Service Agreements
- NDIS Progress Reports
- Service Agreement Service Quotations
- Submission Service Quotations
- Tenancy Service Agreements
From time to time you may need to update the wording in one of your templates — for example, to reflect a policy change, logo refresh, update your organisation's details, or adjust the language in a service agreement. This article explains how to do that.
Formstack Documents vs Other Formstack Products: Lumary uses three separate Formstack products. Formstack Documents generates and merges your documents. Formstack Sign is a separate product used to collect electronic signatures on those documents. Formstack Forms is often used to connect a company website's enquiry form to Lumary enquiries functionality. This article covers Formstack Documents only.
Step 1 — Download the template
- Log in to Formstack Documents at webmerge.me/manage/documents.
- Select Documents from the top navigation, then select Documents again to open the document library. You will see all of the templates set up for your organisation listed here.
- Locate the template you want to edit and click on it to open it.
- Click Download on the right-hand panel to save a copy of the template to your device.
Can I edit directly in Formstack? Formstack does have a built-in document editor, and it is fine to use this for fixing a simple typo. However, for any more substantial changes, it is best practice to download the file, make your edits in Word, and re-upload. Editing directly in the browser increases the risk of accidentally disrupting the formatting, merge tags, or conditional logic in the template — which can cause documents to generate incorrectly or stop working altogether.
Step 2 — Edit the template
Open the downloaded file in Word (or your preferred word processor) and make your changes. There are strict rules about what you can and cannot edit.
You can change:
- Text: Any regular body text, headings, or wording throughout the document.
- Logo: To update the logo, click into the header area and replace the existing logo with your new one — the same way you would update a letterhead in any standard Word document.
Do NOT change:
-
Conditional logic fields — you may see sections with "if/else" style references throughout the document. These control what content is displayed depending on certain conditions. Leave these exactly as they are.
-
Signing area tags — in the signature sections of the document, there are hidden tags formatted in white text. These are references to Formstack Sign signature and date fields. Do not delete or edit anything within or immediately around these signing boxes, as you may accidentally remove a signing reference.
-
Merge tags — these are fields wrapped in curly brackets that pull real data from Lumary into the document when it is generated. For example:
{$Contact.0.Name}(participant name),{$Contact.0.entrcr__NDIS_ID__c}(NDIS number),{$Contact.0.Birthdate|date_format:"d/m/Y"}(date of birth), and{$Contact.0.Email}(email address). Editing or deleting any of these will break the connection to your Lumary data and the field will no longer populate correctly.
If you think a merge tag is missing or incorrect — for example, if you need additional information from Lumary pulled into the document that isn't currently there — please contact us rather than attempting to add or modify tags yourself. Incorrect tags will cause document generation to fail or produce incomplete output.
Step 3 — Upload and replace the template
- Return to Formstack Documents and open the template you want to update.
- Click Upload and Replace on the right-hand panel.
- Select your edited file and confirm the upload.
All done. Your updated template is now live in Formstack Documents and will be used for all documents generated from this point forward.