There are instances where certain precedents, such as standard terms, may be the same format and content throughout all procedures.
To save your time, you can configure a procedure to use a precedent from a shared area, meaning you don't need to create a document multiple times and removes the need to update a document in several places. To configure this, follow the steps below.
To follow the steps in this article, you require access to Procedure File Maintenance - workflow maintenance
📌Note: This procedure is recommended for documents that don't contain any variable information, merge fields, specific to a workflow. If you use variable information within the document, you need to ensure that the short prompt of the questions being exported is identical in each workflow. This is an advanced procedure and is recommended for advanced users of workflows within Access Legal Fusion.
Set up the shared area
You can find templates for each procedure on a central location on the main server. Within this area, a folder will exist for each procedure, with the name of the procedure code. For example, procedure SAL - Sale will have a procedure folder named SAL.
As we're creating documents that are used by multiple procedures, we need to store them in a separate area.
In Windows Explorer, browse to the central templates area.
📌Note: These are usually in one of the following areas:
\\<server>\templates
\\<server>\templates$.
2. Create a new folder named Shared.
Create a document in a workflow
To make a document available, you need to create it within Procedure File Maintenance. For this example, go to the first procedure that will be used.
From the Setup menu, click Documents.
Click File then click New Document (Auto).
Note the field which contains the folder and document name.
The Folder field displays '\<procedure code>', change this to Shared.
Change the Document Name field to a short suitable name.
For example, Terms.doc. Ensure the name contains no spaces.
To edit the document, click Apply and then click Open.
Create the required letter.
Click Save then click Close.
Use the shared document on another procedure
Now you've created the shared document, you can follow the same procedure to enable it in another workflow. To open the document with the existing content, use the same folder and document names.