Help - Documents - Editing
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Help - Documents - Editing |
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The Document field is the name of the document as it appears to the end user. When a user views the list of documents available for a file, they are listed alphabetically by this name. Thus, it is generally a good idea to name related documents in such a way that they are listed together. For example:
Document Purpose Poor Choice Good Choice Sent to a VA Appraiser asking for an appraisal of a property. Letter to VA Appraiser VA Appraisal - Appraiser Letter Sent to notify a client of an impending appraisal on a VA property. Client Letter - VA Appraisal VA Appraisal - Client Letter Sent to notify mortgagor of an impending appraisal on a VA property. Letter to Mortgagor - VA Appraisal VA Appraisal - Mortgagor Letter This way, all VA Appraisal letters will be grouped together when a user searches for them.
This is the physical location of the document template. As a rule of thumb, the system should be set up to:
- All documents should be stored on a server
- Documents should be accessible from a common directory (with possible subdirectories)
- This common directory should be set up as a share on the server (e.g. "Documents")
- Document administrators should be granted write access to this share
- Document users should be granted read-only access to this share
This document path must be accessible to each client machine that needs to generate documents. If an administrator has access to this directory but an end user generating a document does not, the document template will exist but an end user's attempt to generate the document will fail.
It is generally a good idea to use Universal Naming Conventions for this path, rather than "mapping" a drive. For example, rather than requiring every client map the W: drive to a "Documents" share on the server "Workflow" as follows:
w:\<rest of path>\<document name>
the local path can be set to:
\\workflow\documents\<rest of path>\<document name>
This field is currently unused.
This field is included in the list of documents available for a file. It is used to clarify the meaning of the document.
Type of document. Document types define the default local path for documents. For example, a foreclosure document might default to a path "\\workflow\documents\foreclosure\", while a bankruptcy document might default to a path "\\workflow\documents\bankruptcy".
Date that this document database entry was created.
Date that this document database entry was last updated.
This field is currently unused.
When generating a document, you must choose whether you want to generate a single document, or a document for each file party included with the document. Single documents are the most common, and are typically addressed to all Mortgagors, all Debtors, all Trustees, or some such combination.
Occasionally, an individual document must be mailed to each file party included with the document. For example, if you need to mail a letter to each and every Mortgagor, Debtor, Tenant and Trustee. You must check this Multiple Document options, and choose the file parties to use in the document (see File Parties below). For example, if create a document which is to be addressed to each mortgagor, debtor, tenant and trustee, we can do the following:
- Check Multiple Documents
- Check the appropriate File Parties (Mortgagor, Debtor, Tenant, Trustee)
- Edit the document template, addressing the document to:
"Dear <<PartyFirstName>> <<PartyLastName>>"If our file contains five file parties as follows:
Mortgagor Carrie Fisher Debtor Jake Blues Debtor Elwood Blues Tenant Cab Calloway Trustee Ray Charles the final document would include five documents, one each addressed to Carrie Fisher, Jake Blues, Elwood Blues, Cab Calloway, and Ray Charles.
Please note that fields such as MortgagorNames, DebtorNames, TenantBlockAddress, and other "combination" strings are always available to documents, regardless of the File Parties included and the status of the Multiple Documents field.
This determines whether or not a field called "FileNotes" is made available to the document. The FileNotes field is a collection of all notes relevent to the document. This field should not be checked unless you are sure you want file notes for the document; collecting the list of file notes can be resource intensive, slowing down the process of generating the document.
Each type of file party that you check is made available in the document. This is only relevent for generating Multiple Documents. If Multiple Documents is not checked, all Party fields will refer to the first file party included in the document.
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