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Documents are produced by merging data into a Word template. Where this is a single document within Troika this function is called Document Link and for multiple documents (mail merges) within Troika this is called the Document List. Document List also allows users to produce a number of reports in the form of lists on the data.

The Document Link option in Troika utilises Microsoft Word templates, merging information from the database with a Word document. Templates only need be setup once and they can then be used by everyone with access to those template documents. Documents created from information held within Troika can be made accessible to other users via Troika Administrator and WealthWorks+.

For further understanding of how to create new document link templates, see here.

Understanding Document Link

The merge data for single documents is drawn from three different sources:

• Reference Entity. This is the ‘client’ that you are working on (a trust, a company, a partnership, an estate or anything that you are using the system to record the administration details for). The Reference information available is the name; address and reference of the entity so if you want to produce a file note about the organisation you are working on you would use the reference entity.
• Recipient. This is an entity who has a current relationship to the ‘client’ you are working on (as the reference entity), is being used for letter writing and will populate the letter template with all the information held about the recipient. For example, if you wish to write to a beneficiary, you will select the beneficiary as the recipient, with the trust or estate as the reference entity. 
• Users. Troika allows users to set up information about them which can then be used to populate letter templates. This is entirely user defined and separate from the pre-defined fields within the Troika database. This might be used for selecting and adding a personal signature, job title, phone number and email address when generating a letter. The user data source only needs to be added once and then it is available for all users permanently.

Using these three sources you can merge data for all sorts of documents, file notes, letters and notes.

Using the Menu Option 'Document Link'

You can access Document Link from a number of places within Troika.  These instructions refer to the Document Link menu option found on the Client tab in Troika Administrator, but the same screen will appear when you click on the ‘Write a Letter’ icon from within the statutory registers and other useful shortcut locations.

Double click on the Document Link menu option.

Make selections from the following fields on the Document Link screen.

• Reference Entity. Select the entity you are writing about; the default will be the client you are working on but you can select another.
• Recipient. This selection defines what information is available in the letter. If the recipient and reference entity are the same, all the data will be about the reference entity. If you select a different recipient, the data will all be about them.
• Employee. Select an employee from the drop down list. This is created on the people tab in the entity record.
• Address. Select the relevant address from the drop down list. This list of available addresses is drawn from the recipient’s entity address records.
• Matter. This field should only be used if you are utilising the Time and Billing part of the system. Select the relevant matter if appropriate.
• Select Template. This controls which document template you want to use. The Add New button opens the Document Templates Edit screen where you can manage and administer the available templates.
• Create document – Destination. You can amend the file name and location of the document being created. Overtype the default document destination name or use the Edit/browse button to amend the location. The default location will be defined in the system settings in Troika Utilities.
• Create document – Store. You can create ‘Stores’ which are folders for saving your documents into. This helps file and sort documents when viewing them in Troika. Click the Edit button to add or amend the list of available stores.
• Create document – Title. This is the title of the document (not the file name) when viewing the document in Troika. The default offered can be amended according to your needs.
• Create document – link options. You can link the document to a variety of entities in the database. This means that when you go to the document tab when reviewing an entity in Troika, the document is displayed in the list. Click on the checkbox next to the entity record you wish to create a link to the document for:
  • Link document to reference
  • Link document to recipient
  • Link document to matter
  • Link document to employee
• Data List. The Data List is the display of the actual data fields you’re drawing from the Troika database (or that you’ve created), and the related data available for use in your document. Select the plus symbol to add the required fields you need to the document data list. The available data lists which you can select in turn will each contain different data fields. Use the double arrows to add all the fields from a selected data list to the second pane, or the Add New Entry button to add a single field to the list in the second pane. Click close to return to the document list screen.
  This guide gives examples of all the available fields so you can make selections from according to the letter template being used.
  Click the flash icon to refresh the display and preview the actual data to be generated on the letter, based on the selections made in the steps above.
  Clicking on the Delete button, will remove single fields or click on the Delete All button to remove all fields from the data list preview window.
• Click ‘Generate’ to generate the letter in Microsoft Word.

Saving Data Lists

You can create and save any number of predefined data lists (called saved lists) to make it easier to rebuild a list, so for example you might have a saved list with all the required fields for a particular letter template, or for a specific purpose. Once you have added the required fields to the data list display, so they are available for merging, click on the Save or Save As button next to the saved list box to retain the list of available fields for future use. 

To recall a list when generating a document or letter, simply select the saved list from the drop-down list.

Creating Data Lists and User Defined Fields

It can be useful within generated letters to have some user defined fields which are maintained separately from the standard fields available. For example, this can be useful when adding a personal signature, job title, phone number and email address when generating a letter.

To create a new data list, to which you can add these user defined fields, click the yellow plus symbol.

Next, click on the Add New Entry button next to the data list’s pane at the top of this screen. Enter the name of your new list and click OK. Select the new data list name from the list.

To add a new data field to this new data list, click on the Add New Entry button next to the data fields pane in the middle of the screen. Enter the name of the new field and click OK to save. Highlight the new field in the list and enter the value for the field in the ‘edit text’ box. For example, the new field could be ‘InternalJobTitle’, and the text ‘Trust Manager’; the field could be added to a new data list for ‘John Roberts’.

The document template will need the data list field adding, by typing square brackets [ ] around a field name. For example, [InternalJobTitle].  

You can continue to add as many new fields as you require and add them to any new data lists you have created.