Contact merge fields in a template can be mapped in the Template Setup which will auto-populate during document generation. This feature enables users with document-intensive workflows to generate and manage many documents with consistent and accurate metadata. Your firm will benefit from increased efficiency, data accuracy, compliance, productivity, data analysis, data organization, and a reduction of labor costs by reducing manual data entry. Mapping document fields can be performed in either Word or PDF templates.
To map document fields:
In Settings > Templates > Documents, select the Word or PDF template.
Select the Document Fields tab.
If the selected template does not have a document type, the following will display. Use the dropdown to assign a document type without having to change the tab.
If the selected Document Type does not have any contact document fields, the following will display. Click Edit Document Type to open the Document Type Directory for the selected document type and add standard fields.
Click the Save button to keep your selection.
The Document Fields tab will refresh on Save and display the standard fields associated with the selected Document Type.
NOTE: Changes to the Document Type or Template Source will prompt a warning message. Clicking Yes will clear any merge field selections made on the Document Fields tab.
Use the Merge Field dropdown to map tags that exist in your template to the corresponding Document Field. The Merge Field dropdown displays tags for each unique contact field, except staff. The Document Field dropdown contains standard contact document fields that can be mapped. For example, if your template contains the Party Full Name tag, the Merge Field dropdown will display "Party" as an option that can be mapped to the To field on a document with a "Correspondence" document type. These selections will prompt you to select the corresponding Party from the Case when Generating New Documents.
Standard contact/name fields will display as options in the Merge Field dropdown when related tags exist in your template. Only fields that exist on list tabs will prompt for a selection during Document Generation. User-defined fields cannot be mapped.
Contact/name fields within the following groupings can be mapped:
Case Tab (Court, Judge, Referred By, and Referred To)
Counsel
Insurance (Adjuster or Insurer)
Negotiations (NegotiatingWith)
Parties
Police
Time Tab (Name)
Value Tab (Party)
Provider Tab (Provider Name)
Contact Tab (Contact Name)
9. Currently, only the following document types and corresponding contact/name fields can be mapped.
10. Document-specific fields that are single-select can only be mapped to one merge tag grouping. Though single-select, the same merge tag grouping can be mapped to multiple single-select fields.
Correspondence
From
Deposition
To
Deponent
Court Reporter
Videographer
Experts
Expert
Medical
Health Care Provider
11. Document-specific fields that allow for multiple selections include:
Correspondence
To
CC
BCC
Subpoena
To
For example, I selected two tags (that exist in the template) in the Merge Field dropdown for the To field (step 1). When creating a new document with Document Generation, I then selected the Party that corresponds to each prompt (step 2). In the Fields tab of the new/generated document (preview or detail view), I see both parties added to the To field (step 3).
12. Document Field selections will be automatically saved in the Template Setup.
13. During Document Generation, answer the prompts as needed. On the created document, contact/name fields will already be filled in.