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Marking a document template as controlled will cause the system to use the template for a particular purpose; for example, as the default template associated with a particular activity, or as a template with certain special properties. Some controlled types of templates expose additional fields pertaining to that type; for example, a bill of costs. These types of documents must be generated from their designated area within the program, so that sufficient context can be provided.
 
Multiple templates can be assigned the same control type; document creation will search for the most appropriate template for the workgroup. You can also mark a template as being the default for its type; if the default is available, ContactsLaw will use it in preference to the others.
 
Assigning a control type may also enhance the description of the document being built; a more specific 'source' (e.g. "fax" vs "letter") will be used if the description includes the source element.
 
The following controlled types are defined:
 
Accounting
  • Bank cheque request
    Used by the trust bank cheque activity to generate a bank cheque request; this may be a letter, fax or e-mail. Exposes additional fields from the bank cheque request. Contactslaw populates the file, payee contact and trust transaction automatically.

  • General remittance advice
    Used by the general payment activity (and more specific payment activities) to generate a remittance advice letter; this may be a letter, fax or e-mail. Exposes additional fields from the payment. ContactsLaw populates the payee contact, general transaction and any related document automatically. (The file is not populated, because the transaction may affect multiple files. Use the fields relating to each line of the transaction instead.)

  • Trust payment instructions
    Used by the trust payment activity to generate instructions to process a payment. Exposes additional fields from the payment. ContactsLaw populates the payee and remittee contacts, the trust transaction and any related document automatically. (The file is not populated, because the transaction may affect multiple files. Use the fields relating to each line of the transaction instead.)

  • Trust remittance advice
    Used by the trust payment activity to generate a remittance advice letter; this may be a letter, fax or e-mail. Exposes additional fields from the payment. ContactsLaw populates the payee contact, trust transaction and any related document automatically. (The file is not populated, because the transaction may affect multiple files. Use the fields relating to each line of the transaction instead.)

  • Cancelled cheque
    Used to notify the bank of the cancellation of a cheque. Contains all of the same details as the remittance advice.

  • General to trust transfer
    Used to notify regulatory bodies when funds are erroneously deposited into the general account.

  • Trust receipt (enclosed)
    Used when the 'Send' option is selected on a trust receipt as a covering letter/e-mail to the receipt itself.

  • Trust statement (enclosed)
    Used when a trust statement is generated during file archival and the 'Send' option is selected.
Billing
  • Bill
    Used by the billing activity to provide an alternate printing mechanism. Unlike the built-in, report-style bill, using a document template gives you complete control over the content, layout and formatting of the bill. You can configure billing to default to printing bills as documents instead of reports, if so desired. Exposes additional fields from the bill. ContactsLaw populates the file, bill-to contact and the bill automatically.

  • Bill of costs
    Used by the bill of costs activity as the cover page for the bill (ContactsLaw prints the schedule of costs separately). Exposes additional fields from the bill of costs. ContactsLaw populates the file and the bill of costs automatically.

  • Cost estimate
    Used by the print command on the billing options screen for a file. ContactsLaw populates the file automatically.

  • Debtor reminder
    Used by the debtor reminder wizard when issuing reminders to debtor contacts. ContactsLaw populates the addressee automatically.
Correspondence
  • Covering letter
    Used by document distribution as the cover page (or covering letter) which enclosures the documents being distributed. ContactsLaw populates the file and addressee automatically.

  • E-mail
    Used when an outgoing e-mail is built from ContactsLaw. ContactsLaw populates the file and addressee automatically and, if a specific e-mail address is clicked, ensures that address is used in the '_EmailTo' field. Additionally, documents created using this type of template will default to 'Final'.

  • Facsimile
    Used when an outgoing fax is built from ContactsLaw. ContactsLaw populates the file and addressee automatically.

  • Letter
    Used when an outgoing letter is built from ContactsLaw. ContactsLaw populates the file and addressee automatically.
CRM
  • Contact list
    Used to export details for all of the contacts on a contact list into a single document.

  • CRM mailout
    Used to filter the list of templates available to the CRM mailout activity. You should mark any mass mailout with this type. ContactsLaw populates the addressee role automatically.

  • Gratitude letter
    Used during file creation, if the user elects to generate a gratitude letter. ContactsLaw populates the addressee automatically (using the referring contact).

  • Prospect letter
    Used contact creation, if the user elects to generate a prospect letter. ContactsLaw populates the addressee and selects the prospective workgroup automatically.
Files
  • Authority to act for parties
    Used by the conflict of interest check when ContactsLaw identifies a file where The Practice represents one of the other parties. ContactsLaw populates the file and the document's primary contact automatically.
Labels
  • Address label
    Used whenever the 'Address label' command is invoked, on either a contact or a contact's address. ContactsLaw populates the document's primary contact automatically.

  • Archive label
    Used in file archival, if the user elects to print an archive label. ContactsLaw populates the file automatically.

  • File label
    Used whenever the 'File label' command is invoked (whether during file creation, or manually). ContactsLaw populates the file automatically.

  • Packet label
    Used during file archival, if the user elects to generate a packet label (files exempt from destruction criteria only). ContactsLaw populates the primary contact automatically.

Tasks

  • Availability
    Used when scheduling an appointment. Lists all available dates and times according to the user's criteria.

  • Task/appointment
    Used when printing the summary for a task. ContactsLaw automatically populates the file and primary contact.

  • Task list
    Used when printing a member's task list.