Create a Document Template

When you perform an event in Diligent Entities such as appointment and after you have completed all the required steps, you typically generate a document at the end. The Document Templates option allows you to create and prepopulate documents with frequently used fields or categories. To learn more about how to access and navigate Document Templates, see Document Templates.

Create new document template

  1. Select Quick Reports Quick reports in the Navigation Bar, then select Document Templates.

    The Document Templates page displays.

  2. Select Actions to expand, then select New Template. The Document Template editor opens.

  3. Create a template from scratch or import one from Microsoft Word. Use the options in the toolbar to edit and format the template. Select Word Import from Word to import from Microsoft Word when editing Word templates saved locally on your device.

    Tip

    You can copy and paste a table into the template. Once a table is added to a template, you cannot edit the design and layout of the table. So, make sure tables are correctly formatted prior to adding them to the template.

Add Expression

  1. To add an expression to the template, select Add Expression.

    Expressions allow you to insert entity variables such as company or individual name. Expressions are automatically populated in the document when the document is generated in Diligent Entities.

    1. In the template, move the cursor where the expression is to be displayed or highlight the text to be replaced.
    2. Select Add Expression in the toolbar. The Select Expression wizard opens. Add Expressions are grouped in two main categories in the wizard:

      • Entity: These expressions are fields that relate to an entity type such as company number for a company-type entity. Entity expressions can be used separately from entity events for basic reporting. For example, a list of shareholders for specific company can be used as entity expressions.

      • Event: These expressions are fields that can be generated when a specific event is set up through a wizard. For example, Transfer Shares expressions are used to create a customised or user-defined document for the transfer of shares at a company. As a result, Event expressions only work when the relevant event occurs.

      Note

      You can add expressions for specific Person record details when performing Appointment Events such as Appoint, Resign, Replace and Remove. You can select expressions for various fields from the Person record such as address, country, gender, DOB and so on. This applies when users select the PERSON, REPLACEMENT or ALTERNATE fields.

      Note

      When selecting an address subcategory, a secondary page displays to reveal related address types. The address field is long form and allows the selection of multiple address lines in the template such as 'first line', 'city', 'zip code' and so on. The address fields are also searchable.

    3. Select the expression you want to add. You can also search for expressions to add or that have been already added by entering a term in the search field.

      The expression is added to the document in the position indicated by the cursor. Once the expression is added, formatting can be applied to it.

      Note

      Document templates can sometimes contain hidden expressions. Refer to Document Templates – Hidden Expressions to learn more.

  2. (Optional) Select Insert Image Insert Image in the toolbar to add an image to the template.

    Images, such as logos, can be added and resized in the template. Once you select the Insert Image option, the Download folder on your device displays in a File Explorer. Find the image you want to use and add it to the template.

  3. Select Save in the top right of the wizard.

    1. In the Save Template dialogue, enter a name in the Description field and unique code in the Document QR field to identify the template.

      The Document QR must be unique and must contain up to 16 alphanumeric characters (no spaces).

      Note

      Text entered into the Description field can be changed later. However, text entered into the Document QR field remains fixed and cannot be updated later.

    2. Select Save. The document template is saved and is listed in Document Templates.

  4. Alternatively, if you select Close, you receive a prompt to discard or save changes. If you select "Save" in the prompt, the Save Template dialogue displays requiring you to add a Description and Document QR. Once the information is entered, you can save the new document template by selecting the Save button in the dialogue.

What's next?

Add your newly created template to an Event Wizard or to a Report or Documentation Wizard. For more information, refer to Add a Document Template to an Event Wizard and Attach a Document Template to a Document or Report Wizard.