Note: The article below is in text form and is useful for searching the knowledge base for features and terms, however the attached PDF is more readable due to the more advanced formatting of text and pictures. To read the manual in PDF form, click the attached link below. 

Document Templates User Guide

Version 2023.10.18

1. Overview

A new feature is now available in SmartMCA that 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.

Contents

1.      Overview.. 1

2.      Creating Document Templates. 2

3.      Uploading Document Templates. 3

1. 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].

1. Uploading Document Templates

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

1. Navigate to Settings, open the drop-down list and select the Document Templates tab.
2. Click on Add or Edit to begin the template creation process. 

  Figure 4‑‎3‑1 Creating Document Templates

3. 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)
4. 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

5. 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. 

6. 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. 

Figure 4‑‎3‑3 Template Codes for Optional Doc. Input Fields