Create HotDocs Template Extensions

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When integrating HotDocs with Time Matters, you can create links to templates from within Time Matters and then assemble documents from them while working in Time Matters. When you do this, the documents are associated with a particular record. For example, if you are working on a series of estate planning templates, you can associate the assembled documents and answer files with the client for whom you are working. Once assembled, the documents are then associated with the client as well.

To create a HotDocs template extension, you must complete the following steps:

Contents

Part 1: Enable the HotDocs / Times Matters Link

  1. From Time Matters, Click File > Setup > General > User Level. The User Level Setup dialog box appears.
  2. Click the Link tab. The list of third-party links available in Time Matters Appears.
  3. Click the HotDocs tab.
  4. Select Enable HotDocs Link.
  5. Select the correct version.
  6. (Time Matters 7.0 Users) Optionally, select Activate Answer Source Integration. This allows you to set up a Time Matters Contact or Matter record as an answer source within HotDocs. (See the HotDocs Help for addition information on creating this answer source.)
  7. Optionally, click Test HotDocs Link to make sure the integration is set up correctly.
  8. Click OK when you are finished.

Once the link is set up between Time Matters and HotDocs, you must define which templates can be assembled from Time Matters. To do this, you create HotDocs template extensions. How you do this depends on which version of Time Matters you are using.

Part 2a: To set up a template extension (Time Matters 6.0 Users)

  1. From Time Matters, click File > Setup > Templates > HotDocs Template Extensions. The HotDocs Template Extension Setup dialog box appears.
  2. Click the tab with which you want to associate the template. (For example, if the template is client-specific, click the Contact tab.)
  3. Click the Add Record button. The Add New HotDocs Template dialog box appears.
  4. Choose either Program Level (the template will be available to all users) or User Level (the template will be available to just the current user) and click OK. The HotDocs Template Extension Setup dialog box appears.
  5. In the Name of HotDocs Template Extension box, enter a template title.
  6. In the Select an Existing HotDocs Template box, click the Lookup button. The Select Template dialog box appears. (This represents the last-opened HotDocs library. To choose a different library, click the Open button and locate the library (.HDL) file.)
  7. Choose a template and click Select. You are returned to the HotDocs Template Extension Setup dialog box.

Part 2b: To set up a template extension (Time Matters 7.0 Users)

  1. From Time Matters, click File > Setup > Templates > HotDocs Template Extensions. The HotDocs Template Extension Setup dialog box appears.
  2. Click the tab with which you want to associate the template. (For example, if the template is client-specific, click the Contact tab.)
  3. Click the Add Record button. The Add New HotDocs Template dialog box appears.
  4. Choose either Program Level (the template will be available to all users) or User Level (the template will be available to just the current user) and click OK. The HotDocs Template Extension Setup dialog box appears.
  5. Click the HotDocs Template File Name look-up button. The Select Template window appears, showing a library of templates from which you may choose.
  6. Choose a template and click Select. You are returned to the HotDocs Template Extension Setup dialog box. The title of the template is merged in the HotDocs Template Extension Title box. (You can change this title if you choose.)

The next step in setting up the template extension is to define assembly and answer file options.

Part 3: To define assembly options

1. In the Assembly Options group, choose one of the following options:

  • Ask All displays the interview questions.
  • Ask None displays the assembled document without displaying any interview questions.

2. In the Answer File Options group, choose one of the following options:

  • (Time Matters 6 users)Generate Answer File lets you retrieve data from records in Time Matters. This data is used to answer questions in the interview. This requires you to map fields in Time Matters to variables in a HotDocs template. See Map Time Matters Fields to HotDocs Variables for instructions on doing this.
  • (Time Matters 7 users)Generate Answer File > Custom Matching lets you map fields in Time Matters to variables in a HotDocs template. Data retrieved from Time Matters is used to answer questions in the interview. See Map Time Matters Fields to HotDocs Variables for instructions on doing this.
  • (Time Matters 7 users)Generate Answer File > Component File matching lets you map fields in Time Matters to a shared component file. Any templates that point to the shared file will automatically use the mapping. See Map Time Matters Fields to HotDocs Variables for instructions on doing this.
  • Specify Answer File lets you choose a HotDocs answer file to complete the interview. (Click the Lookup button to locate the file on disk.) No answers will be retrieved from records within Time Matters.
  • No Answer File lets you complete an interview without using any predefined answers. (When you select this option, HotDocs will display its default Answer File dialog box before the interview starts.)
  1. Click OK.
  2. Repeat the preceding steps for each template you want to make available through Time Matters.

Once you have created a template extension, you can create documents that will be associated with a HotDocs template. To do this, you will define the properties for the assembled document, and then you will designate which template will be used to create the assembled document. For information on doing this, see Assemble Documents from Within Time Matters.