Document Layout
How to edit the style of your exported documents & templates via Doc Layouts. Kalix supports exporting documents & templates to Word or PDF.
Updated over a week ago

Customize how Kalix's documents & templates look when they are exported to Word or PDF.

Download the system layout or your existing custom layout. Use Microsoft Word to format the downloaded layout to suit your preferences (e.g., edit the page design, font, colors & margins, & add headers & footers).

Reupload the modified Word file when your changes are made. Kalix will use the uploaded layout to format all exported documents or templates.


Contents of this Article:


Download Default Document Layout

  1. Go to Documents, then click Document Layout.

Click on the System Layout ( button to download the default layout Word document. The Word document will be downloaded. Open the Word document as shown below in the different browsers. 

On Edge, click to open the downloaded Word file.

On Chrome, click on the download below at the bottom left of the page.

In Safari Browser, click “Open” on the Window


Customize Doc Layout

Now you have opened the “Default Layout” Word document, format the layout to suit your preferences.

Below is the default style for Doc Layouts. 

The layout can be customized in a number of ways, including (shown on Microsoft Word 2013):


To insert your practice's logo or letterhead into the header of the document, double-click on the header area (very top of the page).

Select Insert -> Pictures -> From File -> select the location of your saved logo/letterhead -> Insert. 

  • Type your practice's contact details, phone number, address etc., into the top header or footer.

  • Insert page numbering. Click Insert -> Page Number -> select the location, e.g. bottom of the page (footer) -> select style.

Please note: Kalix will clear the main content of this Word file and replace it with your document. Only add text to the header and footers.

[[Org.Name]] = Organization or practice name
[[Document.Name]] = document name
[[Document.Category]] = document category
[[Document.Date]] = date document was created

[[Clinician.Name]] = name of the clinician (user)
[[Clinician.Email]] = the clinician's (user's) email
[[Clinician.ContactEmail]] = Clinician's (user's) primary email
[[Clinician.Phone]] = Clinician's (user's) phone number
[[Clinician.Qualifications]] = Clinician's (user's) credentials or qualifications

Client Related

Using the below merge fields, Kalix will input client-specific information. Note: for the merge fields to work, the client must be linked to document.


[[Client.ID]] = the client's ID number
[[Client.Title]] = the client's title
[[Client.FullName]] = the client's full name in the format of lastname, firstname
[[Client.FirstName]] = the client's first name
[[Client.MiddleName]] = the client's middle name
[[Client.MiddleNameInitial]] = the client's middle initial
[[Client.LastName]] = the client's last name
[[Client.Email]] = the client's email address
[[Client.Phone]] = the client's primary phone number (first enter phone number)
[[Client.DOB]] = the client's date of birth
[[Client.Age]] = the client's age
[[Client.Gender]] = the client's gender
[[Client.MedicareNumber]] = the client's medicare number (Australia only)
[[Client.SSN]] = the client's social security number (U.S.A only)
[[Client.PrimaryInsurance.Name]] = the name of the client's primary insurance company
[[Client.SecondaryInsurance.Name]] = the name of the client's secondary insurance company
[[Client.PrimaryInsurance.ID]] = the membership ID number for the client's primary insurance company
[[Client.SecondaryInsurance.ID]] = the membership ID number for the client's secondary insurance company
[[Client.PrimaryInsurance.Group]] = the policy or group number for the client's primary insurance company
[[Client.SecondaryInsurance.Group]] = the policy or group number for the client's primary insurance company
[[Client.Copay]] = client's co-payment amount
[[Client.HealthFund]] = the client's private health fund number (Australia, Canada and UK)
[[Client.PostalAddress]] = the client's mailing address written on a single line e.g. 8363 Sunset Blvd, Level 11, West Hollywood, CA, 90069
[[Client.PostalAddress.Street1]] = line 1 of the client's mailing address e.g. 8363 Sunset Blvd
[[Client.PostalAddress.Street2]] = line 2 of the client's mailing address e.g. Level 11
[[Client.PostalAddress.Street3]] = line 3 of the client's mailing address
[[Client.PostalAddress.City]] = city or suburb of client's mailing address
[[Client.PostalAddress.Zip]] = zip code or postcode in client's mailing address
[[Client.PostalAddress.State]] = state in client's postal address
[[Client.BillingAddress]] = the client's billing address written on a single line e.g. 8363 Sunset Blvd, Level 11, West Hollywood, CA, 90069
[[Client.BillingAddress.Street1]] = line 1 of the client's billing address e.g. 8363 Sunset Blvd
[[Client.BillingAddress.Street2]] = line 2 of the client's billing address e.g. Level 11 [[Client.BillingAddress.Street3]] = line 3 of the client's billing address
[[Client.BillingAddress.City]] = city or suburb in client's billing address
[[Client.BillingAddress.Zip]] = zip code or postcode in client's billing address
[[Client.BillingAddress.State]] = state in client's billing address
[[Client.ResidentialAddress]] = the client's residential address written on a single line e.g. 8363 Sunset Blvd, Level 11, West Hollywood, CA, 90069
[[Client.ResidentialAddress.Street1]] = line 1 of the client's residential address e.g. 8363 Sunset Blvd
[[Client.ResidentialAddress.Street2]] = line 2 of the client's residential address e.g. Level 11
[[Client.ResidentialAddress.Street3]] = line 3 of the client's residential address
[[Client.ResidentialAddress.City]] = city or suburb in client's residential address
[[Client.ResidentialAddress.Zip]] = zip code or postcode in client's residential address
[[Client.ResidentialAddress.State]] = state in client's residential address
[[Client.Nutritionix.Link]] = unique registration link for the client to setup their Nutritionix Track Pro account

Appointment Related

Using the below merge fields, Kalix will input the following information about the appointment that is linked to the document.


[[Appointment.ClinicianNames]] - name of the clinician/s conducting the appointments
[[Appointment.StartDate]] = the appointment's start time
[[Appointment.StartTime]] = the appointment's start time
[[Appointment.EndDate]] = the appointment's end date
[[Appointment.EndTime]] = the appointment's end time
[[Appointment.Location]] = location name for location associated with appointment
[[Appointment.ActualStartTime]] = the recorded appointment start time*
[[Appointment.ActualEndTime]] = the recorded appointment start time*
[[Appointment.ActualDurationMins]] the recorded appointment duration*

*Recorded via Kalix's time tracker functionality.

Next Appointment

[[NextAppointment.ClinicianNames]] - name of the clinician/s conducting the next appointment
[[NextAppointment.StartDate]] = the next appointment's start time
[[NextAppointment.StartTime]] = the next appointment's start time
[[NextAppointment.EndDate]] = the next appointment's end date
[[NextAppointment.EndTime]] = the next appointment's end time
[[NextAppointment.Location]] = location name for location associated with the next appointment

Referral Related

Using the below merge fields, Kalix will input the following information about the appointment's referral.

The referral must be linked to the document directly (as shown)

Or indirectly - the referral is linked to the appointment, and the appointment is linked to the document.

[[Referral.Code1]] = ICD-10 code for the first diagnosis (for US users only)
[[Referral.Code2]] = ICD-10 for the second diagnosis (for US users only)
[[Referral.Code3]] = ICD-10 code for the third diagnosis (for US users only)
[[Referral.Code4]] = ICD-10 code for the fourth diagnosis (for US users only)
[[Referral.Desc1]] = the first referral reason or the description of the ICD-10 code (US users)
[[Referral.Desc2]] = the second referral reason or the description of the ICD-10 code (US users)
[[Referral.Desc3]] = the third referral reason or the description of the ICD-10 code (US users)
[[Referral.Desc4]] = the fourth referral reason or the description of the ICD-10 code (US users)

Contact Related (Referral Source/Referring Physician)

Using the below merge fields, Kalix will input the following information about the referral source (contact) for the appointment's referral. For this merge field to work, the referral source must be linked the client's referral.


The related document must then be linked to the referral either directly.


Or indirectly - the referral is linked to the appointment,


And the appointment is linked to the document.


[[Contact.Title]] = the contact's title
[[Contact.FullName]] = the contact's full name
[[Contact.FirstName]] = the contact's first name
[[Contact.LastName]] = the contacts's last name
[[Contact.Qualification]] = the contact's qualifications
[[Contact.Phone]] = the contact's primary (first entered) phone number
[[Contact.Email]] = the contact's email address
[[Contact.OrgName]] - The name of the contact's organization name
[[Contact.PostalAddress]] = the contract's address written on a single line e.g. 98363 Sunset Blvd, Level 11, West Hollywood, CA, 90069
[[Contact.PostalAddress.Street1]] = line 1 of the contact's mailing address e.g. 8363 Sunset Blvd
[[Contact.PostalAddress.Street2]] = line 2 of the contact's mailing address e.g. Level 11
[[Contact.PostalAddress.Street3]] = line 3 of the contact's postal address
[[Contact.PostalAddress.City]] = city or suburb of contact's postal address
[[Contact.PostalAddress.Zip]] = zip code or postcode in contact's postal address
[[Contact.PostalAddress.State]] = state in contact's mailing address

2) Format Page Layout and Margins

  • Increased or decrease the page margins. Page Layout -> Margins -> select your choice. 

  • Insert columns. Page Layout -> Columns-> select the number of columns wanted.  

3) Format Page Design, Font, and Colors

Change the document styles using this default content as a reference. Click on the “Design” tab on the top toolbar in Word. Select your preferred page design as shown below.

1) Select the Design tab

2) Chose a theme/layout you like by clicking to select.

3) Now you can customize the colors that are used by the design. Click on Colors and choose either a color set from the library or click on Customize Colors to choose your own.

Below is the custom theme color window, if creating a custom color theme, select your desired colors here. Note: Kalix only uses 1-2 accent colors, so you do not need to select 6 accent colors.

4) If you wish to customize the fonts used, click on Fonts and choose a font set from the list. Alternatively, click on Customize to choose your own.

Below is the window you enter your customized fronts. Select a font to use for document and template headings and as well as one for body text. Click save.

3B) Change Font Sizes

Alternatively, you can modify both font type and size by following the steps below.

 1) Choose the Home tab as shown below.

2) Now right click on the normal text option (as shown below)

3) Choose the option Modify.


4) Select your preferred font, size, and any other formatting.

5) Select the check box "New documents based on this template.

6) Click OK

To modify the font and size of your Headings repeat by right-clicking on the applicable option. 

4) Changing Paragraph Spacing and Line Spacing

1) Under the Design tab, select Paragraph spacing as shown below

2) Select Custom Paragraph Spacing

3) Select the tab Set Defaults

4) Under the select Paragraph Position, you can alter paragraph alignment (make paragraphs indented). Select your preferred paragraph position

5) Under section Paragraph Spacing you can enter you preferred spacing between paragraphs. Enter the spacing you wish to have before paragraphs in the Before field. Enter the spacing you wish to have at the end of paragraphs in the After field.

6) To modify your line spacing, select your preferred options as shown above.

7) Toward the bottom of this window, select the check box "New documents based off this template"

8) Click Save.

5) Changing Table Styles

1) Click on the table in the default document, and a new section will appear in the top ribbon categorized as Table Tools, then click on the Design Tab under this category.

2) You cannot change the table style by selecting a different table option, instead you must right click on the currently highlighted style and select 'Modify Table Style':

3) You can then base your table style on any of the existing styles by changing the 'Style based on' option. Or you can make specific custom edits.

Save

When you are happy with your doc layout, save the Word document as a document on your Computer.


Upload Your Customized Doc Layout

Now upload the modified Document.

1) Click on Upload New Layout

2) The Open Document Window will appear. Select your saved document.

3) Then click open.

Note: Only one layout document can be used at a time. To view your current layout, click on the arrow as shown below. 


Replacing Your Doc Layout

To replace your current layout document, select the Delete icon on the notification panel and upload the new document as described above. 

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