Introduction
You can create professional termination documents in Ledgy using document templating. This feature automatically fills in stakeholder details, termination dates, and grant amounts into your custom template, saving you time and ensuring consistency.
Document templating for terminations allows you to:
Generate termination documents automatically when you process a termination transaction
Maintain consistent formatting across all your termination paperwork
Reduce manual data entry and potential errors
Prepare documents for electronic signature collection
This guide will show you how to set up your termination template with the correct variables, upload it to Ledgy, and use it when creating termination transactions.
Essential template variables to include
Ledgy can automatically insert these key pieces of information into your template:
Stakeholder information:
{stakeholder.name}- Inserts the full name of the stakeholder
Termination details:
{date}- Inserts the date of the termination{amount}- Inserts the total number of grants terminated
Grant details:
{grant.date}- Inserts the date of the grant{grant.amount}- Inserts the total grants awarded
Other useful variables:
{today}- Inserts today's date (typically the date when the document is generated)
For additional template variables beyond these basics, you can check our complete list of available variables in our template documentation. Grant variables should work in termination templates by adding the {grant. prefix to the variable. For example, if you want to include the original grant amount, the variable to use is {grant.amount}.
A Termination document template would therefore look something like this:
Download a ready-to-use template
You can download our pre-made Termination template to get started quickly: Termination template.
Using your template in Ledgy
Once your template is ready, follow these steps to use it when creating termination transactions or as a plan preset.
Step 1: Upload your template
Upload your template document on the Ledgy Templates page. This makes it available for use with termination transactions.
Step 2: Create a new termination transaction with your template
Navigate to Ownership > Transactions
Filter the transactions to find the grant you want to terminate
Click the three-dot icon and select Terminate from the menu
Expand the Documents & signatures section
Select your template from the dropdown menu
Turn on the toggle for Create documents from templates and/or Prepare signature requests for template documents (if signing is required)
Fill in the remaining termination information
Click Save to create the grant
If you've already created a termination transaction without a template, you can still generate the document:
Find the existing grant in your transactions list
Click the three-dots menu on the right side of the grant transaction and click Edit
Follow steps 4 onwards from the above section
Alternatively, you can configure the template at the Plan level if the same termination template is going to be used for all terminations under that plan:
Navigate to Ownership > Transactions
Either add a new plan (via Add Transaction > Add Plan) or edit an existing plan (click three-dot icon next to plan > Edit)
Fill out the necessary plan information
Expand the Documents & signatures section
Select the template under the Termination template dropdown menu
Turn on the toggle for Create documents from templates and/or Prepare signature requests for template documents (if signing is required)
Click Save
Moving forward, this setting will automatically be configured in all termination transactions created for grants under this specific plan
Step 3: Review the generated document
After creating the transaction, Ledgy will:
Automatically fill in your template with the grant information
Format the document as a PDF
Attach the completed document to the grant transaction
Next steps after document creation
After creating your document, you may want to get it signed. You can learn how to prepare signature requests for the document in our related article on electronic signatures here. When a document is signed through Ledgy, the document attached to the transaction is automatically updated with the signed version.
Note: The document size should not exceed 32 MB.