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How to use templating workflow automation?
How to use templating workflow automation?
The templating workflow automation allows you to automatically populate your document templates with variables.
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Written by Support
Updated over a week ago

Templating workflow automation allows you to automatically fill in your document templates with the variables for the corresponding transactions on Ledgy.

Workflow automation is available for option, phantom, stock, or warrant grants, exercising, and share certificates. Document templates must be in Word.docx format. Learn more in our comprehensive guide to each type of document.

Examples of transaction documents:

Workflow automation does the following things:

  1. Fills the template document with the variables of the transaction and the stakeholder concerned.

  2. Converts the resulting document to PDF.

  3. Attaches the document to the transaction.

How it works

  1. Create a template out of your existing Word document or make a brand new one with variables on Ledgy. All variables for templating can be found here.

  2. Upload the Word template and add it to the relevant transaction

    • Upload and select the Word.docx template when adding the relevant transaction (plan, grant, share issuance or exercise) under Document Templates and Signature workflows.

    • You can also upload templates and other documents (incl. Word, PDF, Powerpoint and Excel) in Documents > Data Room.

  3. Create the documents from template

    • As the transaction saves, a document will be created with the variables and the PDF can be found attached to the transaction documents

  4. Prepare signature request

    • You can prepare signature request at the same time by enabling the toggle. For more information on the signature workflow, please click here.

Note: The document size should not exceed 32 MB.

Automated workflows can be enabled at various stages

When creating the transaction, editing a plan preset or even after a transaction has been created.

Note: if you would like to create document templates in bulk for multiple transactions, please ensure that the document template and signature workflow have been enabled at the plan level using presets.

When creating the transaction (grant, share issuance, exercise, transfer):

  • You can trigger the automated workflows by clicking on Document templating and signature workflow and then turning on the toggle for Create transaction documents from templates.

  • Click on Documents to upload or select the relevant template. As the transaction is saved, the document will be created and attached to the transaction.

  • If you enabled the Prepare Signature Request toggle, as the transaction is saved, the document also becomes available on the Documents > Signature page, ready for review.

When creating a plan or editing its plan presets

  • You can upload and enable the documents to be created from template for future grants issued from this plan.

  • If you enable the prepare signature requests for template documents toggle, document templates created from future grants issued from this plan will become available in the Documents > Signatures page.

  • You always have the opportunity to edit the pre-populated details or change the documents at grant level should it be needed.

  • The benefit of using plan presets is that you are able to create document templates and signature requests for multiple transactions at once, by using the bulk import template for the transaction.

  • You can also add any documents that do not require workflow automation under Plan Documents. Enable the toggle Attach plan document to grant if applicable.

For more on bulk importing, please click here.

For more on plan presets, please click here.

If the transaction has already been created

  • Click on the Three Dot menu on the right-hand side and select Create document from template.

  • In the same way, you can also select Prepare signature requests after the document has been created and attached.

The resulting document will then be attached to the transaction. It can also be found in the Data Room. Once the document is created, a signature request can be made and fulfilled on Ledgy, then the signed document automatically replaces the document attached to the transaction. Learn more about signature workflows.

This is a general description of workflow automation, to see how to create, attach, automatically fill documents for each different type of transaction (grant, share issuance, exercise), click here under Templating.

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