Document Templates

How to create Document Templates.

1. Overview

SmartMCA allows users to create and upload their own document templates into the system and then generate documents from those templates. The feature is available for applications and deals. This user guide provides instructions on creating, modifying and uploading new document templates. It covers accessing and creating templates, adding them to deals and applications and adding in custom required fields.

2. Creating Document Templates

Document templates are built in Word format and utilize Data Fields to map the data in the system to the document being generated. Data Fields can be used anywhere in the document and have any font style applied to them. The system will replace the data field with the matching data in the system.

For example, to map the name of a merchant in a document, add in the data field:

[MerchantBusinessLegalName]

The following is a sample of a word document with data fields in place of real data.

Figure ‎2.1 Sample Document with Data Fields

Notice the Data Fields in place of the real data. For example, [CurrentDate] will generate the the date the document gets generated. The merchant business name will replace the data field, [MerchantBusinessLegalName].

3. Uploading Document Templates

Once the template is ready in word format, the next step is to upload it to the system.

3.1 Steps

A. Navigate to Settings, open the drop-down list and select the Document Templates tab.

B. Click on Add or Edit to begin the template creation process.

Figure 4.3.1 Creating Document Templates

C. Provide the following details:

1. Template Name

2. Template Type (typically field mapped)

3. Document Source (either deal or application, depending on where you want it to become available for use)

D. Add or Drag and Drop the document you are using as a template base into the bottom field. Then click Save. Your template will now be available for use in future deals or deal applications.

Figure 4.3.2 Provide Template Details

E. Additionally, for data not currently available in the system, you can add manual fields that will be required to be entered prior to a user generating the document. To add these input fields, enter the name of the field in the Doc. Input Fields box and click the red plus sign. You can add as many custom input fields as necessary.

This field is an extension of the field mapping feature and allows you to further customize an already uploaded document template by adding more data fields that need to be filled out.

3.2 List of Data Fields

The list of Data Fields currently available in the system is listed under Settings>Doc. Template Data Fields. You can search fields available by name or description and copy the corresponding code under the ‘Data Field Name’ column. You can find all the codes listed under Doc Template Data Fields.

You can't add Data Field codes yourself, but you can contact SmartMCA support for us to add them for you.

You can create Custom Formula Fields as described here. Custom Formulas are formulas that can perform mathematical calculations using the Data Field codes.

Figure 4.3.3 Template Codes for Optional Doc. Input Fields

4. Conclusion

This covers the process of managing document templates. If you have any further questions or need assistance, please refer to the user manual video or contact our support team.