Document Template Management

Documents (in the document template management context, the term "document" refers to both documents (letters) and emails) are created based on pre-defined templates, called document templates. These are created by administrators using Microsoft Word and include all the elements required to produce client-ready documents and emails. Templates normally contain the body text (i.e. standard text that does not change), plus field codes which hook into ALB and extract the appropriate information. They can include question and answer sequences so that the document changes depending on user responses. Documents and emails are produced as the end result of merging data into your templates.

Document templates are saved to a central library where they can be accessed by ALB users throughout the firm in PMS, Accounts and modules to produce client-ready documents and emails. Users can also use Agendas and Workflows which access document templates to produce documents.

Document templates can be linked to a Header Documents (Stationery templates, if you are using MT02). These ensure that the documents produced follow the house style which can include page settings, styles, header and footers, logos, etc.

Note When merging to an email, header and footer information is not produced and only one recipient is included in the To: field.

You can use your existing standard documents to create document templates and subsequently edit them if required. Document templates can be accessed from both the client and the matter screens, however, it is recommended that you produce documents from matter-level as more information will be available. Client information can be picked up through matters but not vice versa.

To display the Document Template Management window:

Open Utilities and click Document/Agenda Setup.
With the Document Production folder selected, the following options are available:

Folder	Description
Document Templates	This is a central storage area for document templates, including Quick Letters and Standard Documents.
Imported Paragraphs	This is a central storage area for optional paragraphs which can be selected at the point of merging. Used with Doc_P only.
Headers	This is where the firm’s letterhead templates are stored. Used with Doc_P only.
Template Types	These are used to categorise your documents making them easier for users to find e.g. Conveyancing, Family, Probate or by recipient e.g. Client, Solicitor, Courts. Template types are displayed under the heading template category in Document Template Properties.
Stationery Templates	A stationery template enables administrators to ensure that merged documents follow your house style. Used for MT02 only.

To filter templates in the Document Template Management window:

To make it easier to locate the required template, you can use the Filter options across the top of the dialog box.

The filter options allow you to filter by:

Filter	>Description
Code	Enter relevant text. The search uses 'contains' matching, e.g. enter client and the results will list templates such as ClientCareLet, QuickLetClient etc.
Description	Enter relevant text. The search uses 'contains' matching, e.g. enter client and the results will list templates such as Blank Client Letter, Client Care Letter etc.
Template Type	Drop-down list, select the Template type and the list updates to show only those templates of the selected type.
Module	Defaults to the current entity, e.g. PMS or current module. Drop-down list, select the Module and the list updates to show only those templates assigned to the selected module.

For Code and Description, enter the relevant text and press Enter or Return and the list is filtered. For Template Type and Module, the list is filtered automatically when you select from the drop-down list.