To add a new Category, type in the name of the Category and click on the 'Add option' text that appears:

Entries presented in the "Prepare Document" menu in Sharedo are grouped by Category: 

The Data Context of a template indicates what the document is being written about. For example, is it being written a new Instruction or a specific matter type. 

This selection has a number of consequences: The Data Composer Tags available for use within the document template are restricted to the type of work selected here. E.g. Litigation Tags are available only for Litigation documents.

Further, the document will be available for use only within the selected type of work (and otherwise hidden). Various other properties, such as where the generated documents are placed (see below), are also defaulted according to the Data Context.

ShareDo templates can generate multiple documents. Use this option to add a second (or subsequent) document to the template.

Note the Mandatory toggle. This allows the user to exclude the document from the generation process if required.

Attachments are physical documents (Word, PDF files, etc.) that can be attached to the Document Template pack. These do not contain Tags and no data is inserted into them when generated. Typically, these documents may be guides to legal processes, pro-forma terms and conditions documents, or perhaps directions to court, or maps.

When selecting files to upload / attach, note that attachments have their own dedicated folder, away from other documents.

Enclosures are placeholder documents containing instructions to the person delivering the document (typically the print room) regarding which pre-printed documents also need to be included. These are typically items such as pre-paid stamped addressed envelopes or brochures.

Note that enclosures have their own repository in ShareDo, accessible via the left-hand panel.

This points to the underlying Word/template file in the document repository that will be used for this template.

When adding a new template, you can click on the button and upload your file into the document repository, then select it, to link the document to the template.

Note the buttons within the document repository that allow folders to be created so that documents can be organised and grouped properly.

Allows a matching rule to be added to a specific template. This allows you to conditionally change the underlying Word document or template that is being used depending on the actual work item.

For example, you may wish to change the content of a document based on the region in which the work type is based or change the content based on the work type.

This is determined by the Data Context.

For each type of work on which a document is generated, use the options described below to define where the resulting document should be placed.

The document.output.selectedFolder Tag will pick up the output folder selected by the end-user when generating the document (and default to the DMS folder selected above).

Also, tags can be used to define the name of the output folders.

E.g. if your folders on your work type are prefixed with something like a matter ID in your underlying document repository, you can use this area to prefix the tag onto the folder name. E.g., context.externalreference- document.output.selectedFolder would create an output folder of

Allows you to add in further work types to specialise the output folders.

For example, if the Data Context selected was at a reasonably high level - such as Matter - then the document could be generated for every work type underneath this level. These options allow you to select the Output Folder for each work type.

These options determine whether the document(s) generated should be converted to PDF format and, if so, whether the original Word documents should be deleted so that only the PDF documents remain (to prevent duplication).

The file name of the PDF copy can be set here.

How would you like this document sent out? Can the generated document(s) be sent by email, fax, post, etc.? This option is only available for some template types.

Click Configure to set the configuration for each delivery type.

• Delivery Channel - Email

NB: The email configuration here is only for when a document is produced and then sent out as an attachment on an email.

• Use the Present document delivery channel for user to edit checkbox to select whether the end-user can edit the email before it is sent.
• The To and CC boxes determine to whom the email will be addressed. In this example, it will inherit the role of the Document Recipient.
• The next two checkboxes allow attachments to be converted to PDF and to be bundled into a single PDF or kept separate.
• The Cover Template is the email template used to generate the body text, subject line, etc., for the cover email. Accept the default Cover Template or use the Override option to select a different email template. 

• Delivery Channel - Post

• Select which default method of postage (e.g. First Class, DX, etc) should be used and what other methods are available.
• If a Production Type of Post Room is selected, then a PDF document bundle will be created containing the files generated/selected by the end user. The file name for the PDF bundle will include the Postal Method and Courier Reference (if any). 
  E.g. 
   
  The file is automatically saved to a location accessible by the Post Room team, where it can be downloaded and printed out

The data context of a template indicates what the document is being written about. For example, it is being written about an order, a legal matter, or a contract.

It may be, however, that you want to trigger the document from an associated work item to the piece of work - for example, a telephone call on a service desk ticket or from a proceeding/hearing on a legal matter.

This allows you to use contextual matching rules to determine when the template appears. For example, you may have a letter associated with the sale of a freehold property. If the work type only involves a leasehold property, then you do not need to display the template.

Matching rules are extremely powerful and will give you a large degree of flexibility in your template display.

For more information on matching rules, look here.

This is a legacy setting, replaced by the Display Rule option above.

Select the phases of the work item when the template will be displayed.

Allows you to select whether the document is always approved or select from pre-configured approval models.

Learn how to set up approval models here.

Competencies are a powerful product feature which allows users or external parties to be assigned competencies.

Users with different levels of expertise may produce documents and in some cases may require approval - however, they may also have the level of expertise and level of training to not require approval.

List here any competencies a user may have that would mean that the approval process would not need to be triggered and an alternative approval process could be triggered (set to 'Approval - not required' if no approval is required).

Configure a document expectation to be created on your work type when the document is sent out. This will ensure the user follows up if no reply is received.

Note: If you are using execution engine workflow plans to send the document, you may wish to configure the document expectation within your plan.

Some notable properties:

• Phase Trigger: At what point should the expectation be added to the worklist? E.g., When the original document is Issued.
• Sub Type: what are we expecting back? A document, a signature?
• Make Document Expectations From Participant to be the Document's To: When the Document Expectation is generated, from whom do we expect to receive the document? By default, this will be the Recipient of the original document: 
  
• Due Date Offset: when is the Expectation due? e.g. 7 days after the date of Issue.

A template can be configured with different delivery methods.

This action allows you to specify that a delivery method is automatically created when a document reaches a certain phase. This will also allow the channel to automatically be sent if all the tags can be populated.

This option facilitates the automatic sending of a document.

Allows a preconfigured time entry to be created when a user produces a document. 

Narrative: The narrative attribute allows you to configure a description for the time entry. You can use tags to describe the entry too. It shows up on a generated document's time entry blade like in the following image.

The prepare document task for creating documents has a number of phases that are used to facilitate different scenarios for creating documents e.g., complete, issued etc. This option allows you to specify that a document will automatically jump to a specific phase to reduce user actions.