As noted above, the process steps appear in the sidebar, so you can return to any step of the process via those links without needing to continue on the summary page and clicking Edit Fields again on the template.
To edit an existing template, use the Actions or Options menu links on the document's profile page.
Use the Edit this document link to change the problem codes, counties, and other criteria used to determine if the template will appear as a Recommended Document on cases.
Use the Edit fields link to change any of the mappings from template markers to LegalServer fields.
Use the Download this document link to download the template to your computer to make changes to the template. Upload the revised file to the same document profile (replacing the existing file), to preserve field marker mappings — except those that have been edited or added.
Use the Download document and mapped fields link (new style templates only) if you want to transfer a template from one site to another; for example from a demo site to a live site. Downloads an XML file which must be imported to the other site. Attempts to preserve as many field mappings as possible.
Use the Delete this document link to delete the template.
Enabling a Document Completion Process
For Old and New Style templates, the template creator determines if the user immediately generates a document by clicking a "Download" link, or starts a process by clicking a "Begin Process" or "Start Process" link.
Email Templates
Email Templates do not have an option to download or start a process. The "Download" link displays a page where the subject, body, and date posted (for the case note that is created) can be changed.
Old Style Templates
By default, Old Style Templates display a "Download" link that immediately generates a document. Alternatively, the template can display a "Begin Process" link that displays a form. The form allows a user to see and change information on the case before generating the document.
Template writers enable a process by clicking the "Create Process" link in the Actions or Options menu on the document profile page, then the "Enable Process" link. The "Edit Process" and "Edit Dynamic Form" links then allow controlling the process and changing the form. If a process is enabled, use the "Disable Process" link to change the link users see back to "Download".
New Style Templates
By default, New Style Templates display a "Start Process" link and take users through a multi-step process to review and optionally select and add information that will be inserted into the template. To immediately generate a document from a new style template, change the "Download instead of Begin Process" field on the template to "Yes".
Mapping problems can cause "exception errors", which usually result in a mostly empty white page that displays something like "A NNIException error occurred while downloading this document. Please file a support request." when you try to generate a document from a template.
If you get such a page, copy the URL in the address bar to your clipboard, then click your browser's back button, and file a ticket from that page (Help menu > Support Request). Paste the URL into the ticket description box, and add the name of the template.
If you need LegalServer support to look at a template, let us know in the ticket a case it is okay for us to use to generate a document from a template; a case that will demonstrate the issue.
Client: The client's address is available via a Case Information actor. You don't need to add an Address subactor. Also see "Client's Full Address in Block Format" below.
Primary Advocate: See the "Primary Advocate's Work Address" and "Primary Office Information" sections below.
Other actors: For other actors, add an Address subactor, then map fields from the Address Elements section.
The Computed section has some combinations of address fields that may be useful.
A Case Information actor has Adverse Parties and Adverse Party Summary fields.
Alternatively, you can add multiple Actors, such as Adverse Party 1, Adverse Party 2, etc. If you use the "Full Name" field for an adverse party actor, the "Remove Group:" transform is useful if cases can have organization/business APs. Otherwise the name inserted would look like "Group: Bob's Bargain Barn".
For a case: Case Information > Primary Assignment Office > Primary Assignment Office Name.
For a case: Case Information> Client > Assigned Program.
Case Information > All Assignment Names returns the names of all users ever assigned to a case.
For more detailed information add one or more Assignment actors.
Not available in templates.
People added as case contacts are available as "litigation contacts". Add a person actor defaulted to one of the litigation contact options. As with family members, you'll need multiple actors if you need to map to multiple case contacts.
Several fields in a Case information actor allow reporting on the notes that can be added to matters. The "general" versions are:
Case Information > Case > Case Notes. A list of case notes in reverse chronological order. Includes case notes created from timeslips.
Case Information > Case > Case Notes Summary. A list of case notes in chronological order. Does not include case notes from timeslips.
The other two fields, "Case Information > Case > Notes" and "Case Information > Ungrouped > Notes", both produce a list of case notes, including case notes from timeslips. Both include posted on and posted by information. Not currently suitable without manual formatting after a document is generated because there are no hard returns after one note and the start of the next note.
Case Number (Matter/Case ID#)
Case Information > Case > Matter/Case ID #
NB: There is a Case Information > Ungrouped > Matter/Case ID#, which will cause the template to throw an error.
Charges are available as a subactor on the Case Information Actor. Each charge should be added as a separate subactor. You can map any number of charges in a case, but each one has to be identified individually. As a note, there are no index values of charges, so there is no way to automatically populate the order of the charges (other than top charge first). Charges will require you to use a process and not to automatically populate the document instead.
instead of the individual fields, use the "Name" field in both old and new style templates. In new style templates this field is available on the Case Information actor if the template doesn't otherwise need a separate Client actor.
Use the Case Information > Client > Email Address field.
Client's Full Address in Block Format
In new style templates, add a Client actor (any Person type actor with the Default Type set to Client), and an Address subactor. Default the address subactor to Home, Mailing, etc. as needed, and set the Default Index to "1". On the mapping step, use "Full Address" in the "computed" category for that subactor. The "Full Address" field in old style templates is always in block format.
Docket Number and Other Litigation Information
The Docket Number field that can be collected on litigation records (and via the Court Case/Docket Number block) is available from a Litigation subactor. Add the subactor under the Case Information actor.
These fields usually aren't found by the search box. Case Information > Ungrouped > Is the caller a victim of domestic violence. On a person actor like the client, Client > Misc > Victim of Domestic Violence.
You need an Actor for each family member, like Family Member 1, Family Member 2, etc., in Admin > Lookups > Actor.
How Did Applicant Hear About Us
Also labeled How Referred and other variants, is under Case Information > Client. You currently need to find it manually; it does not come up in a search for 'how did' or 'how ref', etc.
The Case Information actor contains various fields like Total Monthly Income and Total Annual Income. There is also an Income Summary field that will display the type, amount, and frequency for each row of income on a case. Example:
Alimony: $1,000.00 Frequency: Monthly
Child Support: $500.00 Frequency: Monthly
You can map a list like Income in an Old Style Template to get output in a "table" in the document. The "columns" in the table are fixed at Type of Income, Family Member, Frequency, Amount, Monthly Amount, Notes, Annual Amount, and Exclude.
Case Information > Ungrouped > Current Level of Service
Medical Record Request Information
Information entered via the Medical Record Request block is available via a Unit of Service subactor of Case Information.
Number of People 18 and Over and Number of People under 18
Are both in the Client section of the Case Information actor. They do not show up using the search box. Leave it blank and manually click on the Client section to see them.
Are not available to map. There are 3 fields in the Ungrouped section of a Case actor, but each will cause an error.
Can be mapped in new style document templates. Add one or more Matter Outcome V2 subactors to a Case Information actor on your template. NB: Your template will need to have "Download instead of Begin Process" set to No so users can pick the outcome(s) they want to pull in.
On a case: Case Information > Case > Primary Advocate.
Primary Advocate's Work Address (or Any User)
Add a Person actor with the Default Type set to "Assignment Primary", then an Address subactor with the Default Type set to "Work" and Index to "1". The "computed" section of that table contains "Full Address" and "Full Address (inline)".
"Full Address" is block style.
The Address Elements section of a user's work address contains the individual Street, City, State, etc. fields.
Primary Office Information
A Case Information actor contains a "Primary Assignment Office" section. That section has the office name, phone, fax, and address fields.
Useful if you need the assigned office information on a case, even if the primary advocate's office is not the same as the assigned office.
For her - his, she - he, is enabled on the Admin > Lookups > Genders lookup list for each gender. The person being used in a template must have a gender stored for this to work.
Displayed as April 1, 2000 instead of 4/1/2000. Case Information > Today's Date (Formal).
You can't delete an old style template after enabling a process on it. Trying to delete it will result in an error page. The current workaround is to deselect all problem codes, etc. on the template so that it doesn't show up on any cases. (Ref: 60889).
The Case Information > Date Proceeding Initiated field causes an error when generating a document. (Ref: 72204)
You can't delete an Email Template that has been used in the communication manager. (Ref: 76920)
Case Note subactors cause an error when generating a document from a template. (Ref: LS-46590)
Special Legal Problem Code cannot be mapped. (Ref: LS-42997)
