Adding document details (templates)

After a new template has been compiled you can enter some information to identify the template once it is stored (e.g. name, description, etc.). This information is known as the "document details". It is not mandatory, but helps to identify the template in Document Management. For example, you may wish to enter a brief description so that you recognise the template when searching for it in Document Management or locating it when selecting a template to use for a merge. You can also assign tags to a template using the Document Details dialog box so that they appear in pre-defined categories or groups when viewing them.

Each time a template is used for a merge you are automatically prompted to add/edit the document details. It is also possible to amend them manually in Document Management — at document or template level.

To add document details:

1. Compile a template.

2. On the Legal Enterprise Merge toolbar, click the Edit Document Details button . You are prompted to enter the following information. Complete as required:

• Display name. The name of template displayed in Document Management.

• Description. Brief description of the template. Optional, but highly recommended to aid you to recognise it when searching. Variables may also be entered using the Insert button (...) at the right. These are merged into the Description field when the template is used for a merge.

• Keywords. Words to be associated with the template. Optional, but useful when searching.

• Extension. (Read only) File extension/type, e.g. .doc, .docx, .xls or .oft.

• Version. (Read only) Version of the selected file.

• Force new document. Specifies that if a document with the same name already exists for the selected template and context (e.g. matter), a new document is created. When the Edit Document Details dialog box is displayed after a merge, it appends "-1", "-2" etc on to the name, in order to create a new document. However, this appendage can be removed to create a new version of the existing document, if required.

• Merge table. Sets the context (e.g. client, matter, etc.) for this template.

• Macro name. Specifies the name of the Word or Excel macro to be run automatically after a document has been merged using the selected template. For more details refer to Attaching macros to merge templates.

• Template Tags. Allows you to categorise the template so that it appears in Document Management in a pre-defined group or groups.

• Document Tags. Allows you to categorise the document so that it appears in History in a pre-defined group or groups, after being used to merge a document.

3. Click OK to save your changes.