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Set up and Use Document Assembly

Introduction

Document Assembly is a way for you to create a document template in MS word using a merge fields database and importing it into Cosmolex to then having it exported from Cosmolex. You can use Document Assembly with information from the Matter, Contact, Transactions, or Invoices to produce documents Affidavits, Depositions, Correspondence, Judgements documents, Receipts, Custom Checks, and Collections documents, just to name a few.

The first step in the Document Assembly process is to download the merge field database from the Matter, Contact, Transaction, or Invoice tab under Setup in the document template section. You will then insert the merge fields into the document template in MS Word. Once the merge fields have been inserted into the template, and the document template has been saved to your computer, you can then upload the document template into Cosmolex and then generate the document template from Cosmolex for contacts, matters, invoices, and transactions.

Watch a Video

Before Getting Started

You would first need to download the merge field database spreadsheet from Cosmolex. 

The document template to use needs to be a MS Word document. Watch the following video to learn how to create your document templates, or see instructions below.

Download Merge Field Database From Cosmolex for Matter or Contact 

Go to Setup > Under Document Template section > Under Matter, Contact, Transaction, or Invoice tab > click “Download Merge Field Database”. 

This will either open up in Excel or download as an excel file in your browser.

Here is an example of what the spreadsheet will look like:

Save this excel spreadsheet to your computer 

The next step is to add the merge fields to the recipient list in MS Word under Mailing Section.

Add Database Fields to Recipient List under Mailings in MS Word 

Open up the document template you have saved in MS Word or you create a new document.

Then click Mailings in the top menu > click “Select Recipients > choose “use an existing list”

Make sure you are choosing the correct excel file depending on the kind of document template you are creating. After downloading the merge fields, each file will have a specific filename for the file. For example, if you downloaded the merge field database from matter section, look for file name “cosmolex-matter” in the open file window. For contacts, look for “cosmolex-contact”.

Locate the merge field database spreadsheet in the select data source window and click Open

The Select Table window is going to appear and you’re going to see your spreadsheet highlighted in blue. 

When ready, click Ok.

Under Mailings, click on the down arrow underneath “Insert Merge Field” and a dropdown list of the database fields that were imported from Cosmolex will show.

Also, you can click on insert merge field and the insert merge field window will appear with all the merge fields.

How to Insert Merge Fields in the Document Template in MS Word

Once you have the database fields imported from Cosmolex which will appear in the insert merge field under Mailings section in MS Word, you can now insert the fields in the document template.

For example, the screenshot below shows the words I want to insert fields for:

In the MS Word document,  highlight a word or place your cursor in the template as shown in both examples below:

Go to Mailings > Click the drop-down arrow for Insert Merge Fields and choose from the dropdown list. I chose field: Matter_Client_Name.

Once this field is chosen, you will see it take place of the word that was originally displayed or you will see it appear where your cursor was placed.

Follow these steps for the rest of the merge fields that need to be placed in the document template you created. The final result will look like this:

Once done, click File > Save As > Browse

Once in the Save As window, choose where you want to save the template on your computer and type in a filename to save it under. 

When ready, click Save

You have now saved the document template you created, which can be generated in Cosmolex for matters or contacts.

Add Document Template to CosmoLex

Go to Setup > Click the Document Template tab on the left-hand side > Click on desired tab (Matter, Contact, Transaction, or Invoice) and click Add.

In the Document Template window, type in the name of the template, choose a category for what this template is, and if necessary you can type in a description for the template.

Next, click Choose File

Locate the file on your computer and click Open

When ready, click Upload

You will then see the document template added to the document template section.

Generate a Document for Contacts

Next, go to Contacts > Click Address book tab > Click Action > Click Generate Document

In the Generate Document window

Category: Choose a category for the document template

Document Template: Choose a document Template from the drop-down.

Generate As: The document template will be exported as a MS Word Document.

When ready, Click Generate

The document template will save in your downloads in the browser, or will automatically open up in MS Word.

Generate Document For Matters

Go the matter landing page > select a matter > click Action > click Generate Document

In the Generate Document window

Category: Choose a category for the document template

Document Template: Choose a document Template from the drop-down.

Generate As: The document template will be exported as a MS Word Document.

When ready, Click Generate

The document template will save in your downloads in the browser, or will automatically open up in MS Word.

Generate a Document for Transactions

Go the accounting landing page > Click Banks tab > Double-click on the associate bank account the transaction is under > Select the transaction > click Generate Document

In the Generate Document window

Category: Choose a category for the document template

Document Template: Choose a document Template from the drop-down.

Generate As: The document template will be exported as a MS Word Document.

When ready, Click Generate

The document template will save in your downloads in the browser, or will automatically open up in MS Word.

Generate a Document for Invoices

Go the activities landing page > Click Invoices tab > Select the invoice> click Generate Document

In the Generate Document window

Category: Choose a category for the document template

Document Template: Choose a document Template from the drop-down.

Generate As: The document template will be exported as a MS Word Document.

When ready, Click Generate

The document template will save in your downloads in the browser, or will automatically open up in MS Word.

Updated on May 28, 2019

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