Document Creation with templates

This feature allows users to generate documents in a structured way from predesigned templates. These templates are linked to a previously defined document type and use form fields to capture information, reducing errors and maintaining content consistency.

And in turn, if you enable that the file is a draft, you will be able to edit it whenever necessary at any time.

To do this, go to the folder where you want to store these templates.

• Advantage: Saves time in creating repetitive documents and ensures uniformity in institutional documentation.
• Additional detail: Templates can be associated with permissions and automatic workflows, so that when a document is completed, it is automatically sent for review or approval.

1. Create Document Without Template (File upload)

Ideal for documents that have already been drafted externally

Step by Step:

1. Access the destination folder and press the New file button.


2. Select the corresponding Document type.


3. In the file option, select a .docx file from your device and upload it.






4. Complete the required form fields (metadata).


5. Workflow configuration: Decide whether the document requires an approval workflow by enabling the corresponding switch.





6. Review document: If necessary, enable the option to attach a supporting or review file that will accompany the main document during the workflow.
   • The review document is a PDF version of the original document, which is the one that approvers view and comment on during the workflow.
   • For .docx and .pdf documents, it is not necessary to attach it manually: the system generates it automatically from the main document (that is why, in those cases, the field to select the review file appears disabled).


7. Click Confirm to start the process.

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Additional form data

When creating a document, in addition to the general data, keep the following in mind:

• Document Type Information (custom fields): depending on the selected document type, the form will display additional fields specific to that type (for example, date, effective date, process owner, etc.). These fields are defined in Custom Fields and may be required.
• Document code (codification): the system automatically proposes the document code using the code of the folder where it is created as a prefix (for example, LEG-GESTC-00001), which maintains consistent codification throughout the repository.
• Save as draft?: if you enable this option, the document is saved as an editable draft and does not require a workflow, approvers or signers, even if the folder has a mandatory workflow (see the drafts section below).

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2. Create Document With Template

Use the official formats configured on the platform to ensure institutional uniformity.

Step by Step:

1. Within the selected folder, click New file.


2. Select the Document type and then choose one of the Templates loaded into the system.





3. The system will automatically display the form with the fields required for that document type.


4. As in the previous option, configure whether it requires an approval workflow and complete the requested data.





5. Click Confirm.

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3. Save and Edit Drafts

Allows you to record the basic data of a document and work on its content before sending it to an official workflow.

Step by Step:

1. Start the creation (with or without a template) and complete the main form data.


2. Instead of publishing, click the Save as draft button.





3. To resume work:
   • Find the document in the list.
   • Open its options and select Open document.





4. The inline editor will open where you can modify the text content directly.





5. Once the content is final, click the Publish button within the editor.







6. Completion: After publishing, the system will automatically redirect you to the workflow configuration so that the document follows the standard approval process.