Document Templates & Send Documents

Setting up a form can be tedious. That is why we have introduced the Documents Template Table. This table will contain various document templates you can customise to suit your firm's needs. DataGrows will then automatically insert your firm and client information into these documents based on the client you selected and send the document off to that client with the push of a button.

*This feature currently only works if you are integrated with Microsoft.

This helps you 

• Save time on repetitive tasks 

• Reduces manual errors 

• Ensures consistency across client communications 

• Customise documents to suit your firm’s needs 

This post will show you how to:

1. Setting up the template

   1. Adjust the email body

   2. Adjust the Word Document

2. Creating Your Own New Template

3. Saving and Uploading Your Template

4. Generating & Sending these Documents

1. Setting up the template

Here’s how to customise an existing sample template: 

• Select the relevant row and click once on it to open the record.  You can edit, delete, or add your own templates as needed. 

a. Adjust the email body

• Update the subject line and email body to your preference. 

• Right-click within the email body to view and insert your chosen placeholders from the available list (e.g. client name, registration number). 

• You can also insert images for branding or personalisation, using the formatting tools available. 

b. Edit the Word Document attachment 

• Download the Word template and open it in Microsoft Word. 

• Enable Developer Mode in Word on your computer:  

• If not enabled, ie. You do not have a Developer tab on your ribbon 

  • In Word, select File, Options 

  • Customise Ribbon 

  • Ensure the Developer main tab is ticked,  

  • OK 

• Then use Developer Mode to insert any fields from the Firm Settings and Clients Tables that you need.

• Once the Developer tab exists, go to the Developer tab. 

• Select the XML Mapping Pane, which then opens a panel on the right 

• From the dropdown under the Custom XML Part: 

  • Select DataGrows Document Templating 

  • You can then expand and view available fields for Clients and Firm Settings in the pane below. 

• Insert these placeholders into the document where Firm or Client data should appear. 

• Ensure your cursor is in the correct position in your Word document 

• Right-clicking on the required field in the right-hand panel 

• Select Insert Content Control 

• Select Plain text 

• Your placeholder will now be inserted in your document where your mouse is active 

• You can fully customise the document and the email, including your logo, making it your own. You can also clear the contents of the entire document, keeping the XML mapping but replacing the wording with your own version. 

• Avoid client-specific letterheads. It is better to use your firm's letterhead as it needs to be something generic that can go out to any client. 

2. Creating Your Own New Template 

You can create your own Template record 

Let’s build a new template, for example, a Workman’s Compensation Mandate: 

Steps: 

• Click Add Record on the Document Template Table. 

• Create Email Subject and Body. 

• Save the template without a document for now. 

• Open an existing document that has XML mapping to DataGrows saved against one of the sample templates (e.g., Tax Mandate) and save the document under a new name. 

• Open the newly saved Word file and:  

• Empty the Document or Delete unneeded text, retaining the XML Mapping 

• If you have the required wording and layout stored elsewhere, copy the wording into the newly created XML-mapped document, or else type in the required wording and layout you require 

• You might have to do a little reformatting of the document 

• Then replace manual fields, where you would normally have to populate values yourself, with DataGrows placeholder fields. Remember that only fields that are populated with data on Firm Settings or on your client can pull through information, so be aware of populating missing fields on DataGrows to maximise the use of Document templates.  

• Click outside of any placeholder fields on the Word document to insert another row, for example, a second address line 

• Check the format of your document again, removing any extra underlines and correcting alignment 

• Insert your Firm Settings placeholders, company letterhead or branding. 

• Save and upload the customised document to your new Document Template record. 

• To insert a date: 

  • Go to Insert > Date & Time in Word. 

  • Choose a format that auto-updates. 

• Now it is ready to send.

3. Saving and Uploading Your Template 

• Save your customised document locally. 

• Return to DataGrows:  

• Delete the original template. 

• Upload your updated version (must be based on the DataGrows XML-mapped template). 

• Save the record. 

4. Generating & Sending these Documents 

• Once you are happy with your template, they are sent from the Send Documents Table 

• Go Communications, Send Documents. 

• Click Add Record. 

• Select a client from the dropdown

• Use the Document Template Dropdown to select your template. 

• Save

• Tick the checkbox to the left of the record and choose:  

  • Email to Myself

  • Email to Client 

• The email will be sent as a PDF

For documents requiring signatures (e.g., Registered Rep Selfie), send it to yourself first to sign.  

If you have any questions please email support@mydatagrows.com