Document Template Mapping Tips
If you have a question about templates, please include in your support ticket or email:
- A link to the template profile (the page where you can edit fields, etc.).
- A link to a case that will demonstrate the issue.
A description of the issue. For example:
"On this case (link goes here), you can see field Foo is set to Yes on the Something Tab. But if you generate this template (link goes here), nothing shows up for that field."
or
"I'm trying to map field Foo, which you can see on the Something Tab on this case (link goes here), but I can't find that field in the Map step on this template (link goes here)."
Addresses
The "Computed" section on the Map page has some fields you may find useful. I'm editing and it is very slow.
Client
The client's address is available via a Case Information actor. You don't need to add an Address subactor.
Client's Full Address in Block Format
In new style templates, add a Client actor (any Person type actor with the Default Type set to Client), and an Address subactor. Default the address subactor to Home, Mailing, etc. as needed, and set the Default Index to "1". On the mapping step, use "Full Address" in the "computed" category for that subactor. The "Full Address" field in old style templates is always in block format.
Primary Advocate
See the "Primary Advocate's Work Address" and "Primary Office Information" sections below.
Other actors
For other actors, add an Address subactor, then map fields from the Address Elements section.
Adverse Party
Case Information > Ungrouped > Adverse Parties and Case Information > Party > Adverse Party Summary will both list all APs and address information.
Case Information > Ungrouped > Adverse Party will throw an error.
Alternatively, you can add multiple Actors, such as Adverse Party 1, Adverse Party 2, etc. If you use the "Full Name" field for an adverse party actor, the "Remove Group:" transform is useful if cases can have organization/business APs. Otherwise the name inserted would look like "Group: Bob's Bargain Barn".
Assigned Office and Program
For a case: Case Information > Primary Assignment Office > Primary Assignment Office Name.
For a case: Case Information> Client > Assigned Program.
Assignments
Case Information > All Assignment Names returns the names of all users ever assigned to a case.
For more detailed information add one or more Assignment actors.
Calendar Events
Not available in templates.
Case Contacts
People added as case contacts are available as "litigation contacts". Add a person actor defaulted to one of the litigation contact options. As with family members, you'll need multiple actors if you need to map to multiple case contacts.
Case Notes
Several fields in a Case information actor allow reporting on the notes that can be added to matters. The "general" versions are:
Case Information > Case > Case Notes. A list of case notes in reverse chronological order. Includes case notes created from timeslips.
Case Information > Case > Case Notes Summary. A list of case notes in chronological order. Does not include case notes from timeslips.
The other two fields, "Case Information > Case > Notes" and "Case Information > Ungrouped > Notes", both produce a list of case notes, including case notes from timeslips. Both include posted on and posted by information. Not currently suitable without manual formatting after a document is generated because there are no hard returns after one note and the start of the next note.
Case Number (Matter/Case ID#)
Case Information > Case > Matter/Case ID #
NB: There is a Case Information > Ungrouped > Matter/Case ID#, which will cause the template to throw an error.
Charges
Charges are available as a subactor on the Case Information Actor. You can map any number of charges in a case, but each one must be identified individually. If your template has 5 rows for charges, you need 5 subactors.
Note: There are no index values of charges, so you can't populate the order of the charges (other than top charge first). Adding multiple charges requires the template be set to use a process, so "Download instead of Begin Process" must be No on the template profile.
Client's Full Name
instead of the individual fields, use the "Name" field in both old and new style templates. In new style templates this field is available on the Case Information actor if the template doesn't otherwise need a separate Client actor.
Client's Email Address
Use the Case Information > Client > Email Address field.
Court Type
You can configure the Court Type lookup to designate court types (ie. district, county, etc.) based on intake office and program on the case. The Court Type (determined by Intake Office and Program) field is available under the Case Information actor for mapping.
Docket Number and Other Litigation Information
The Docket Number field that can be collected on litigation records (and via the Court Case/Docket Number block) is available from a Litigation subactor. Add the subactor under the Case Information actor.
Domestic Violence Fields
These fields usually aren't found by the search box. Case Information > Ungrouped > Is the caller a victim of domestic violence. On a person actor like the client, Client > Misc > Victim of Domestic Violence.
Family Members
You need an Actor for each family member, like Family Member 1, Family Member 2, etc., in Admin > Lookups > Actor.
How Did Applicant Hear About Us
Also labeled How Referred and other variants, is under Case Information > Client. You currently need to find it manually; it does not come up in a search for 'how did' or 'how ref', etc.
Financial and Prospective Income Override Information
These fields can be tough to find, and don't always come up in the search as you'd expect. A search on "income" will not bring up the "Do you have reason to believe ..." field. So start entering "do you have reason" in the field search box.
The Financial Override Note and Prospective Income Note are singular case notes that cannot be mapped.
Income
The Case Information actor contains various fields like Total Monthly Income and Total Annual Income. There is also an Income Summary field that will display the type, amount, and frequency for each row of income on a case. Example:
Alimony: $1,000.00 Frequency: Monthly
Child Support: $500.00 Frequency: Monthly
You can map a list like Income in an Old Style Template to get output in a "table" in the document. The "columns" in the table are fixed at Type of Income, Family Member, Frequency, Amount, Monthly Amount, Notes, Annual Amount, and Exclude.
Level of Service
Case Information > Ungrouped > Current Level of Service
Medical Record Request Information
Information entered via the Medical Record Request block is available via a Unit of Service subactor of Case Information.
Number of People 18 and Over and Number of People under 18
Are both in the Client section of the Case Information actor. They do not show up using the search box. Leave it blank and manually click on the Client section to see them.
Outcomes V1
Are not available to map. There are 3 fields in the Ungrouped section of a Case actor, but each will cause an error.
Outcome V2 information
Can be mapped in new style document templates. Add one or more Matter Outcome V2 subactors to a Case Information actor on your template. NB: Your template will need to have "Download instead of Begin Process" set to No so users can pick the outcome(s) they want to pull in.
Primary Advocate
On a case: Case Information > Case > Primary Advocate.
Primary Advocate's Work Address (or Any User)
Add a Person actor with the Default Type set to "Assignment Primary", then an Address subactor with the Default Type set to "Work" and Index to "1". The "computed" section of that table contains "Full Address" and "Full Address (inline)".
"Full Address" is block style.
The Address Elements section of a user's work address contains the individual Street, City, State, etc. fields.
Primary Office Information
A Case Information actor contains a "Primary Assignment Office" section. That section has the office name, phone, fax, and address fields.
Useful if you need the assigned office information on a case, even if the primary advocate's office is not the same as the assigned office.
Pronoun Support
For her - his, she - he, is enabled on the Admin > Lookups > Genders lookup list for each gender. The person being used in a template must have a gender stored for this to work. For additional functionality and customization, see our article
Applicant/Client Pronoun.
Related Cases
Related cases are available as a subactor on the Case Information Actor. Each related case slot should be added as a separate subactor. You can map any number of related cases, but each one has to be identified individually. Related cases will require you to use a process as opposed to automatically populating/downloading the document.
Today's Date Spelled Out
Displayed as April 1, 2000 instead of 4/1/2000. Case Information > Today's Date (Formal).
