Docrio Template Builder Walkthrough

This guide teaches you how to convert an existing document into a Docrio template that can be used for document generation. 

1. Reference Existing Documents

Your firm likely has a library of existing assets already in use. These include letterheads, envelopes, and letters addressed to various parties involved in a matter (such as insurance adjusters).

  1. Collect these documents and ensure they are in a final version before proceeding to the next step. Migrating documents into Docrio Document Generation is a perfect opportunity to update your layouts before building them out in Litify.
  2. Create a list that you can track as you build each document.
  3. Gather any special images or signatures you may need to add to a document template.

You are now ready to begin recreating your documents as DOCX files (required for building Docrio Document Generation Templates).

Create New Documents in DOCX format

Any word processor that supports DOCX can be used to draft your base templates. Microsoft Word and Google Docs are the most commonly used tools.

For this walkthrough, we are going to build a Settlement Summary Letter template.

1. Add Logo to Header

  1. Open your word processor.
  2. Double click the top of your blank page.
  3. Paste or upload your logo image.

2. Transfer Your Static and Variable Content

Static content does not change from document to document; variable content, such as a client name, does. We suggest using a different font color for variable content so you can easily swap it for merge tags later.

  1. Refer to your original document.
  2. Build out all content as if it were a real Settlement Summary Letter
    • Date
    • Address
    • Topic (RE:)
    • Salutation
    • Body
    • Closing
    • Signature (if applicable)
  3. Save.

Our example looks like this:

1.jpeg

2. Build Templates

Once you are satisfied with your static content and have highlighted all variables to be swapped, it’s time to begin building your template in Litify.

Create New Template

  1. Log in to Litify.
  2. Navigate to App Launcher > Template Builder.
  3. Select New Template.
  4. Complete the following fields:
    • Template Name: Settlement Summary Letter
    • Template Number: (Optional code)
    • Merged File Name: Settlement Summary
    • Parent Folder: (Optional; depends on your organization)
    • Staring Object: Matter (litify_pm__Matter__c)
  5. Save.

Configure Template Fields

Now you have the base template record and can begin to populate fields.

1. Identify all inputs

Review your docx file and identify all variable inputs. In our Settlement Summary Letter example, we have the following:

  • Case Type Name
  • Client Name
  • Client Address
  • Matter Name
  • Gendered salutation
  • Defendant
  • Settlement Amount
  • Insurance Company

2. Consider Best Datasource for Each Input

Determining which field type is best for each input depends on where the data comes from and how it is used.

  • Freeform Entry: Use when people will enter data that does not exist within Salesforce.
  • Salesforce Field: Use when data is in a field on the starting record, or in a lookup from the starting record.
  • Salesforce Record(s): Use when data is on one or more records in a related list from the starting record. If you want to merge a table with data from multiple records, this is the input to use.
    • Note: Choose the most important fields first when using a Salesforce Record(s) input. This will make it easier for people to choose the right records.

3. Create Inputs

Use the following steps to create all of your input fields, using the table below as a reference. (Your needed inputs may vary).

  1. Open your Template.
  2. Navigate to the Inputs tab.
  3. Select the corresponding input type for the field you want to create.
  4. Search for the required field based on what associated object record it belongs to.
  5. Choose the field.
  6. Select Add.
  7. Provide an Input NamePrompt Text, and Header Text (if applicable).
  8. Save.
Variable Input Type Path
Case Type Salesforce Field Case Type > Case Type Name
Client Full Name Salesforce Field Client > Account Name
Client First Name Salesforce Field Client > First Name
Client Last Name Salesforce Field Client > Last Name
Client City Salesforce Field Client > Billing City
Client State Salesforce Field Client > Billing State
Client Street Salesforce Field Client > Billing Street
Client Full Address Salesforce Field Client > Billing Address
Matter Display Name Salesforce Field Matter > Display Name
Salutation Salesforce Field Client > Salutation
Defendant Salesforce Record Role > Party > Account Name + Filter: Role Category = Defendant
Settlement Amount Salesforce Record Resolution > Settlement/Verdict Amount + Resolution > Payor > Account Name
Insurance Company Salesforce Record Included in the previous field as Payor; could be set separately.

Tips for Input Settings

  • Hide input that you know will already contain the correct data. For example, you’ll always know the Client’s name — there’s no need to show this to the person merging the document.
  • Require inputs that contain data you need to properly merge the document.
  • Note that you may not always be able to mark inputs as both required and hidden — input settings will always limit you to options that make sense together.

Example: Salutation may not always be populated; do not hide this field. Allow an agent to review and select the appropriate salutation for each merge instance. Mark field as required.

Logic: Rules & Filters

One of the input fields listed in our chart, Defendant, requires a filter. Filters will limit the records that the person merging the document can select.

Without a filter, a Salesforce Record(s) input will list all records of the selected object which are related to (in a related list from) the starting record. In this case, that means all of the roles on the matter.

We want to limit that list to show only roles where the Role Category field = “Defendant.”

Defendant Input

  1. Select the Defendant Input you created earlier from the Template Preview panel.
  2. Ensure How many records can the user select? Equals User Selects One.
  3. Select Add Filter > + Add Filter.
  4. Select Choose a Field.
  5. Search for and select Role Category > Add.
  6. In the Select an option dropdown, choose equals.
  7. In the Choose value type dropdown, choose Enter a value. This re-populates the dropdown with available options.
  8. Select Defendant from the dropdown.
  9. Save.

3. Update Source Documents

You have drafted a template in DOCX format. You also identified, created, and configured all fields. Now it’s time to review the Merge Tags your work has generated.

Merge Tags exist for every input you add to a template; they allow variable content to be inserted into your static DOCX file.

View & Add Merge Tags

  1. Navigate to your in-progress template.
  2. Select the Merge Tags tab.
  3. Review the tags. Notice their names correlate with the Input Text value you defined on each input.
  4. One by one, replace each variable in your DOCX file with its corresponding merge tag.
  5. Save.

This is how your document may look at this stage:
2.jpeg

Once you have confirmed all variables have been swapped for merge tags, revert the font color back to its original style. Font and styling persists on final merged document outputs.

Upload Saved DOCX Template

  1. Navigate to your in-progress template.
  2. Select Add Template File.
  3. Upload the DOCX file.
  4. Save.

The name of the file is now located beneath Source File.

4. Create Packet

A document template cannot be accessed and utilized without being part of a packet.

  1. Navigate to App Launcher > Packet Builder.
  2. Select New Packet.
  3. Complete the following fields:
    • Packet Name: Used by internal organization for selection.
    • Packet Code: Optional code for quick reference
    • Starting Object: Must match the starting object of templates going inside a packet. In this example, it should be Matter (litify_pm__Matter__c).
  4. Save.
  5. Select Add Template(s).
  6. Choose the template.
  7. Select Add Template(s).
  8. Save.

Test Document Template

Test your new Template to ensure you have mapped all fields correctly.

  1. Open the Docrio Template Builder from the App Launcher (if you haven't already done so).
    Annotation_on_2021-04-08_at_12-00-38.png
  2.  Within the Template Builder, click Edit Template.
    Annotation_on_2021-04-08_at_12-01-52.png
  3. Select the Template that you wish to test from the available options and then click Next.
  4. Navigate to the Source File sub-section under the Template tab and click Test Me.
    Annotation_on_2021-04-08_at_12-04-17.png
  5. Search for a specific record of your starting object, and click Next to fill out and test your template.
  6. Adjust any fields that you'd like for the test, then click Preview.
    • This step usually takes some time to process. Don't be discouraged if it takes longer than you expect. 
  7. Your preview should be generated in a new window. 
    • From here you can scroll through the preview or even download it. 
  8. Click the Back button to tweak the preview and perform another test, or exit out of the preview using the "X" at the top of the preview.

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