---
title: "Export to Word:  Smart Word Doc Templates"
description: "Designed around your formatting, Smart Word templates generates fully customized Word documents pre-filled with client data. Create your template once, and allow the system to handle the rest. ### **Overview: How It Works** There are two main pieces to using…"
url: "https://docs.youthcenter.net/docs/export-to-word/"
updated: "2026-09-28"
category: Administration
tags:
  - Administration
  - Form Builder Responses
---

# Export to Word:  Smart Word Doc Templates

Designed around your formatting, Smart Word templates generates fully customized Word documents pre-filled with client data. Create your template once, and allow the system to handle the rest.

### **Overview: How It Works**

There are two main pieces to using Smart Word Docs:

1. Build your Word template — create a Word document with tokens that tell the system where to insert client data.
2. Upload and use it in YouthCenter — connect your template to a form in YouthCenter, select a client, and generate a filled-out document automatically.

##### **What is a token?**

A token is a special placeholder you add to your Word document — something like {{ClientFirstName}} or {{AssignedJudge}}.

When you generate a document, each token is automatically replaced with real client data from YouthCenter.

You only need to set up a template once. After that, generating documents takes just a few clicks.

## **Step 1: Create Your Form in YouthCenter**

Before uploading your Word template, you need to create a form in YouthCenter to link it to.

#### **How to Create a New Form**

From the "administration" tab, choose "form admin."

![Administration menu expanded showing Form Admin, Picklist Admin, Event Log, Site Settings, and User Manager options, with red box graphics around the Administration header and the Form Admin menu item.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-114.png)

Navigate to the folder where you want to store this form and choose the green "new form" button under the associated folder of your choosing.

![Navigate to the folder where you want to store this form and choose the green "new form" button under the associated folder of your choosing.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-78.png)

Fill in the "Form," "Responses," and "Invitations" sections as you normally would.

![A screenshot of the YouthCenter Form Admin screen, showing the Settings portion. Text is dark on a white field, with blue headings Form, Responses, Invitations. A red arrow graphic points to each of these headings.
](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-106-698x1024.png)

Skip the Export area for now — you will return to this after setting up your Word template.

Click "Save and Next."

![The bottom of the Form Settings page in YouthCenter. There's a blue Export to Word Heading and a spot to upload a .DOCX file, but this has a large red X graphic over it, implying that you ignore that for now. There are three options at the bottom: Cancel, Save, and Save & Next. Save & Next is highlighted with a red box graphic.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-115-1024x424.png)

## **Step 2: Build Your Smart Word Doc Template**

Your Word template is a standard .docx file that you format however you like — with one key difference: instead of typing in client data manually, you insert tokens that the system will fill in automatically.

##### **Before You Start Building Your Template**

We recommend keeping your YouthCenter form and your Word document open side by side while you work. This way, you can browse the Token Library and copy tokens directly into your template without switching back and forth between windows.

**Best Practice: Use Split Screen**. On most computers, you can snap two windows side by side by dragging each to opposite edges of your screen (Windows) or using Mission Control (Mac). Put YouthCenter on one side and your Word document on the other. This makes the token-building process much smoother.

##### **Choosing the Right Type of Token**

There are three types of tokens available, depending on what kind of information you need:

| **If you need...** | **Use this token type** | **How it works** |
| --- | --- | --- |
| Data already stored in YouthCenter | **Base Token** | Copy a ready-made token from the Token Library and paste it into your Word template. |
| Data that someone needs to type in manually. Two steps are required to add. | **Fillable Token** | Build a custom field in your form. This creates a token automatically that someone fills in when completing the form. |
| Data from another client, court case, petition, or facility placement. Two steps required to add. | **Reference Widget** | Add a reference widget to your form so users can select the related record. A token is generated that pulls data from that record. |

#### **Adding tokens**

All tokens available under the form builder tab titled "token library."

![Form Admin tab bar showing Settings, Build, Workflow, and Token Library tabs, with a red box graphic around the Token Library tab.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-107.png)

Within the library, find the token you want — for example, Assigned Judge.

Click on the token to copy it to your clipboard.

In your Word document, click where that information should appear and paste the token.

When a document is generated, the token will be replaced with the actual client data.

In the example below, the "assigned judge" token is being added to my template form. The generated document will automatically display the judge's name as entered under that client's team in YouthCenter.

![Animated GIF showing a split screen: the YouthCenter Token Library panel on the left, listing client data tokens grouped under headings like Client Team (including Assigned Judge, Assigned Referee) and Current Facility Placement; and a Word document on the right showing a Michigan court delinquency petition template with fields for Case No., Petition No., and Judge.](https://docs.youthcenter.net/wp-content/uploads/2026/05/assigned-judge-3.gif)

*Note* Text boxes in Word can help with making formatting and sizing easier.

![Screenshot of a Microsoft Word menu. Main ribbon items are File, Home, Insert, Draw, Design, Layout, References, and so on. The item Insert is highlighted with a red square. Under these items, sub-items like Pages, Table, Illustrations, Online Videos, Links, and so on are visible. The sub-item Text is highlighted with a red box.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-133.png)

Using text boxes would look like this:

![Screenshot of a Word document (dark mode with dark grey background and white text). There are three all-caps items CASE NO., PETITION NO., and JUDGE. There is a blue speech bubble graphic pointing to CASE NO. and PETITION NO. that states Copy and pasted token and a red speech bubble graphic that says Text Box example, where a white text box is visible with an entry in it.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-136.png)

### **Base Tokens**

Base tokens are pre-built placeholders that pull existing client information directly from YouthCenter. You do not need to configure anything — just copy and paste from the token library.

##### **Available Data Sources**

The following types of client information are available as base tokens:

- Current Residence
- Client Profile
- Client Demographics
- Client Team
- Current Facility Placement

If utilizing AI to prefill some base tokens, use the listing below.

 [YouthCenter_Base Token_Library ( as of 7_14_26)](https://docs.youthcenter.net/wp-content/uploads/2026/05/YouthCenter_Base-Token_Library-as-of-7_14_26.docx)[Download](https://docs.youthcenter.net/wp-content/uploads/2026/05/YouthCenter_Base-Token_Library-as-of-7_14_26.docx)

### **Fillable Tokens**

If the data you need is not readily available in the base tokens, any of the traditional "build" tab features can be used to generate a unique token.

![Screenshot of Form Builder in YouthCenter. The Settings, Build, and Workflow tabs are visible. Build is highlighted with a red square. The Choose a New Part Menu is also shown, with the Basic, Advanced, and Widgets tabs highlighted with a red square.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-108.png)

##### **How to Create a Fillable Token**

In the "Build" tab of your YouthCenter form, add the type of field you need (e.g., a short text field).

Give the field a "Part Name" — this is required for a token to be created.

![In the "Build" tab of your YouthCenter form, add the type of field you need (e.g., a short text field).

Give the field a "Part Name" — this is required for a token to be created.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-82-1024x608.png)

Once saved, a token for that field will appear on your form and can be copied into your Word template just like a base token.

![Form panel showing a generated token pill labeled Mother's name.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-84.png)

When someone fills out the form, their input automatically fills in that token in the generated Word document.

**Note**: The Part Name you give a field is how the system identifies its token. Be descriptive — for example, "MotherName" is clearer than "Field1" and will make your token library easier to manage over time.

### **Reference Token Widgets**

Reference widgets let you pull data from records connected to a client — such as a related court case, petition, co-defendant, or facility placement. When someone fills out a form, they select the specific record to reference, and the token pulls data from that record.

##### **Available Reference Widgets**

- **Client Reference**: Use this to reference a second client, such as a co-defendant or sibling. When filling out the form, the user searches for and selects the related client. Tokens from this widget will pull that client's information into the document.
- **Court Case Reference:** Use this to include details from a specific court case tied to the client. The user selects the relevant case when filling out the form. If referencing more than one court case, add this widget multiple times with a unique Part Name for each.
- **Petition Reference**: Use this to include details from a specific petition. The user selects the relevant petition when filling out the form. If referencing multiple petitions, add this widget once per petition with a unique Part Name for each.
- **Facility Placement Reference:** Use this to include details about a client's placement. The user selects the specific placement record when filling out the form. If referencing multiple placements, add this widget for each one with a unique Part Name for each.

##### **How to Add a Reference Widget**

In your YouthCenter form, go to the "Widgets" tab.

![Choose a New Part dialog with Basic, Advanced, and Widgets tabs, and a red box graphic around the selected Widgets tab.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-79.png)

Select the type of reference you need.

![List of Widget reference options: Client Reference, Court Case Reference, Petition Reference, and Facility Placement Reference, each with a description of what it lets the end user select for use with the token system.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-113.png)

Give it a unique Part Name.

![Form Build view showing a text field named mother's name, followed by two added parts, Client Reference and Petition Reference, each showing its descriptive helper text below the field name.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-116-1024x282.png)

Once added, new tokens will appear that you can copy into your Word template.

![Token Library reference list showing Petition #1 and Petition #2 token groups, each listing available token fields like Case Type, Court Case, Petition Date, Petition Number, and TCN Number.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-85-1024x258.png)

When completing the form, the user selects the specific record to reference — and the generated document fills in accordingly.

If utilizing AI to prefill some widgets tokens, use the listing below. (Note: if the reference token is named differently, these tokens will not apply)

 [YouthCenter_Reference Token_Library ( as of 7_14_26)](https://docs.youthcenter.net/wp-content/uploads/2026/05/YouthCenter_Reference-Token_Library-as-of-7_14_26.docx)[Download](https://docs.youthcenter.net/wp-content/uploads/2026/05/YouthCenter_Reference-Token_Library-as-of-7_14_26.docx)

## **Step 3: Upload and Use Your Smart Word Doc Template**

Once your Word template is ready with all of your tokens in place, you are ready to connect it to your YouthCenter form and start generating documents.

Your template may look something like this.

![Word document showing a Michigan court delinquency petition template with tokens like {{Form.Petition #1.Petition.CourtCaseId}}, {{Form.Petition #1.Petition.CriminalTrackingNumber}}, and {{ClientDemographics.BirthDate}} inserted into the Case No., Petition No., DOB, and other fields.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-91-1024x536.png)

### **Uploading Your Template**

Return to your YouthCenter form and select the "settings" tab.

![Form Admin tab bar showing Settings, Build, Workflow, and Token Library tabs, with a red box graphic around the selected Settings tab.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-117.png)

Go to the Export to Word section (the one you skipped earlier).

![Export to Word settings section with a Word Template upload box reading Click here to choose a file (or drag a file here to upload), supported file type .DOCX, and helper text explaining the template is merged with facility, client, and form response data on export.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-80-1024x374.png)

Upload your completed Word template file. If there are any errors, you will see them highlighted in red (like below)

![Token Library panel showing an Invalid Tokens warning listing misspelled tokens found in the template in red pills (like {{Form.petition.Petition.CourtCaseOccurrenceId}}), alongside valid recognized tokens grouped under Client Demographics, Client Profile, Form: Mother's name, and Form: Mother's Address.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-87-1024x604.png)

Save your form once all tokens are found or build fields are added.

![Export to Word settings section with the uploaded Word Template file JC04a_Petition_Delinquency_Form_tokens.docx and a Tokens Found list grouped by Petition #1, Client Demographics, Client Profile, Form: Mother's name, and Form: Mother's Address.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-88-1024x746.png)

Click save.

### **Generating a document**

Choose the client and locate the form's location.

Select "new response."

![New Invitation and New Response buttons, with a red arrow graphic pointing to the New Response button.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-118.png)

Fill any fields and/or dropdowns as necessary. Click Save.

![Filled-out form response showing Mother's Name (Lisa Frank), Mother's Address, Court Case Reference, Petition #1, and Petition #2 dropdown fields with sample values selected.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-90-1024x535.png)

Click "Export to Word."

![Export to word button available after form completion. ](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-93-1024x334.png)

The system will generate a completed Word document with all tokens replaced by real client data.

Some examples below:

![Side-by-side comparison of a generated document (left, showing filled values like Case No. 61 and Petition No. 45641321354) next to the Word template (right, showing the unfilled tokens {{Form.Petition #1.Petition.CourtCaseId}} and {{Form.Petition #1.Petition.CriminalTrackingNumber}}).](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-95.png)

![Continuation of the side-by-side comparison showing the Mother row filled in with a sample name and address on the left, next to the unfilled {{Form.Mother's name}}_{{Form.Mother's Address}} tokens on the right.](https://docs.youthcenter.net/wp-content/uploads/2026/05/image-97-1024x97.png)

Note: The PDF functionality does not work in YouthCenter for these types of forms.

## **Tokens and instructions to share with AI**

If you would like to try using AI to prefill some of your documents, download the instructions to share and the necessary tokens below.

 [Instructions-07-15-2026](https://docs.youthcenter.net/wp-content/uploads/2026/05/Instructions-07-15-2026.txt)[Download](https://docs.youthcenter.net/wp-content/uploads/2026/05/Instructions-07-15-2026.txt)

If utilizing AI to prefill tokens, use the listing below. (Note: if using a reference token and you name it differently, the reference token listed here will not apply)

 [YouthCenter_Base-Token_Library-as-of-9_25_26](https://docs.youthcenter.net/wp-content/uploads/2026/05/YouthCenter_Base-Token_Library-as-of-9_25_26.docx)[Download](https://docs.youthcenter.net/wp-content/uploads/2026/05/YouthCenter_Base-Token_Library-as-of-9_25_26.docx)

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