Generating Letters Using Data From Troika
The Document – Link option in Troika utilizes 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 Troika Connect.
To create a new template either start a new Microsoft Word document or take an existing document and ‘Save As’, creating a Word .dot template file. Remember to save the document onto your network where other users can access the document. Add the fields you wish to use with a square bracket around the name, directly onto the Word template. The field names are case sensitive.
For example, an address might be made up of the address component fields:-
You can include additional data and fields to the same template using other Word template features such as form fields. These include additional date fields and document properties. Other data can be entered by the user by including check boxes, text boxes, date pickers, and drop-down lists at the point the document is generated.
Troika Document List Fields Available
Data Field Name | Data List Name | Description | Example output |
Client Type | Client Data | The type of company | Limited by guarantee |
Tax Reference | Client Data | The entity’s tax reference number | 12345 67890 |
VAT Reference | Client Data | The entity’s VAT reference number | GB673 8680 88 |
Registration Number | Client Data | The company’s registration number | REGNO547658 |
Data Field Name | Data List Name | Description | Example output |
RefName | Entity Data | The entity’s file name | Dickens, Charles John Huffam |
RefSurname | Entity Data | The entity’s surname | Dickens |
RefAddress | Entity Data | The address lines for the selected entity | The Flour Mill High Beeches Lane Handcross West Sussex |
RefPostcode | Entity Data | The address postcode for the selected entity | RH17 6HQ |
RefCountry | Entity Data | The country for the selected entity | England |
RecipientSalutation | Entity Data | The salutation for the recipient | Mr Dickens |
RecipientAddress | Entity Data | The address lines for the selected recipient | The Flour Mill High Beeches Lane Handcross West Sussex |
RecipientPostcode | Entity Data | The address postcode for the selected recipient | RH17 6HQ |
RecipientCountry | Entity Data | The address country for the selected recipient | United Kingdom |
RecipientInformalSal | Entity Data | The informal salutation for the recipient | Charlie |
RecipientAddressTo | Entity Data | The salutation of the recipient | Miss Blossom |
RecipientEnvelopeName | Entity Data | The first line of the recipient’s address | Mr C J H Dickens |
RecipientRelSal | Entity Data | The salutation entered on the Relationship Salutation field in the Relationships tab | Adela |
OurRefPostFix | Entity Data | The entity’s Troika ID number | 55356 |
RefTitle | Entity Data | The entity’s title | Mr |
RefForenames | Entity Data | The entity’s forename(s) | Charles John Huffam |
RefFullname | Entity Data | The entity’s full name | Charles John Huffam Dickens |
RecipientTitle | Entity Data | The recipient’s title | Miss |
RecipientForenames | Entity Data | The recipient’s forename(s) | Adela |
RecipientFullname | Entity Data | The recipient’s full name | Dickens Credit Card Services |
DOB | Entity Data | The entity’s date of birth | 19/06/1950 |
DOD | Entity Data | The entity’s date of death | 02/03/2015 |
EmployeeSalutation | Entity Data | The salutation for an employee of an organisation | Mr Micawber |
EmployeeInformalSal | Entity Data | The informal salutation for an employee of an organisation | Wilkins |
EmployeeEnvelopeName | Entity Data | The first line of the address to an employee | Mr W Micawber |
EmployeeTitle | Entity Data | The employee’s title | Mr |
EmployeeForenames | Entity Data | The employee’s forename(s) | Wilkins |
EmployeeFullname | Entity Data | The employee’s full name in the entity name box | Mr Wilkins Micawber |
EmployeeType | Entity Data | The employee’s job title | Client Manager |
EmployeeLocation | Entity Data | ||
EmployeeDepartment | Entity Data | The department the employee works in | Personal Tax |
EmployeeStart | Entity Data | Date the employee started working for the employer | 23/05/2004 |
EmployeeEnd | Entity Data | Date the employee finished working for the employer | 07/09/2015 |
EmployeeDescription | Entity Data | A free text description about the employee | Works well with clients. |
Gender | Entity Data | The entity’s gender | Male/Female |
GenderPronoun | Entity Data | The entity’s gender pronoun | his/her |
PlaceofBirth | Entity Data | The entity’s place of birth | London |
BankAccountName1 | Entity Data | Name on the first account for the bank that is selected as the recipient | Charles John Dickens |
BankAccountName2 | Entity Data | Name on the second account for the bank that is selected as the recipient | Charles John Dickens |
BankAccountName3 | Entity Data | Name on the third account for the bank that is selected as the recipient. | Charles John Dickens |
BankAccountNumber1 | Entity Data | Number of the first bank account | 12345678 |
BankAccountNumber2 | Entity Data | Number of the second bank account | 12345678 |
BankAccountNumber3 | Entity Data | Number of the third bank account | 12345678 |
BankAccountOpen1 | Entity Data | The date the first bank account was opened | 01/09/1982 |
BankAccountOpen2 | Entity Data | The date the second bank account was opened | 01/09/1982 |
BankAccountOpen3 | Entity Data | The date the third bank account was opened. | 01/09/1982 |
RecipientContactName | Entity Data | The contact attached to the recipient | Mr Wilkins Micawber |
RefReference | Entity Data | Client reference number | 8001368 |
RefTelephone | Entity Data | The entity’s telephone number | 020 4871 2378 |
RefTelephone2 | Entity Data | The entity’s alternative telephone number | 020 1111 7777 |
RefMobile | Entity Data | The entity’s mobile telephone number | 07111 111111 |
RefFax | Entity Data | The entity’s fax number | 020 4871 2383 |
RefAddressComma | Entity Data | The entity’s full address | The Flour Mill, High Beeches Lane, Handcross, West Sussex |
DODLong | Entity Data | The entity’s date of death | 2nd March 2015 |
DOBLong | Entity Data | The entity’s date of birth | 19th June 1950 |
AgeAtDOD | Entity Data | The entity’s age at their date of death | 83 |
Citizenship | Entity Data | The entity’s Citizenship | British |
Origin | Entity Data | The entity’s Nationality of Origin | French |
Residence | Entity Data | The entity’s Residence | United Kingdom |
TaxResidence | Entity Data | The entity’s Primary Tax Residence | United Kingdom |
GenderPronoun2 | Entity Data | The entity’s gender pronoun | she/he |
RecipientDOB | Entity Data | The recipient’s date of birth | 19/06/1950 |
RecipientTel | Entity Data | The recipient’s telephone number | 020 4871 2378 |
RecipientMob | Entity Data | The recipient’s mobile telephone number | 07111 111111 |
RecipientEmail | Entity Data | The recipient’s email address | c.dickens@email.com |
RecipientSurname | Entity Data | The recipient’s Surname | Dickens |
RecipientTaxResidence | Entity Data | The recipient’s Primary Tax Residence | United Kingdom |
RecipientNINumber | Entity Data | The recipient’s NI number | XX NN NN NN X |
RecipientTIN | Entity Data | The recipient’s US Taxpayer Identification Number | |
RecipientTaxReference | Entity Data | The recipient’s Tax Reference | |
RecipientAddressComma | Entity Data | The recipient’s full address | The Flour Mill, High Beeches Lane, Handcross, West Sussex |
RecipientNationality | Entity Data | The recipient’s Nationality | British |
RecipientCitizenship | Entity Data | The recipient’s Citizenship | British |
RecipientDOBLong | Entity Data | The recipient’s date of birth | 19th June 1950 |
Data Field Name | Data List Name | Description | Example output |
USTIN | Entity US Identification | The entity’s US Taxpayer Identification Number | XXX-XX-XXXX |
UsPermResCard | Entity US Identification | Confirmation of whether the entity has a US Permanent Resident Card | Yes/No |
USResidentSince | Entity US Identification | The date the entity has been US resident since | 01/01/2000 |
USCardExpires | Entity US Identification | The date the entity’s US Permanent Resident Card expires | 01/01/2018 |
USPerson | Entity US Identification | The confirmed status of US Person of the entity | Yes/No/Not classified |
USW89Ben | Entity US Identification | W-8Ben Certificate of foreign status of beneficial owner for United States tax withholding, or W-9 Form requested (IRS request for Taxpayer Identification Number and certification), or Other documentary evidence establishing non-US status | |
USIRSFormRequested | Entity US Identification | The date the entity’s IRS form was requested | 01/01/2018 |
USIRSFormDated | Entity US Identification | The date the entity’s IRS form was dated | 01/01/2018 |
USIRSFormExpiry | Entity US Identification | The date the entity’s IRS form expires | 01/01/2018 |
USNoExpiry | Entity US Identification | Confirmation of whether there is no expiry date on the form | Yes/No |
USW8IMY | Entity US Identification | Yes/No | |
USOtherDoc | Entity US Identification | Confirmation whether other documentary evidence establishing non-US status is available | Yes/No |
Data Field Name | Data List Name | Description | Example output |
MatterDescription | Matters | The description given to the matter | Probate |
MatterCode | Matters | The code number of the matter | 0001 |
MatterType | Matters | The matter type allocated | Estate administration |
BillingClientName | Matters | The name of the client to be billed | Dickens, Charles John Huffam |
Data Field Name | Data List Name | Description | Example output |
ScotLaw | Probate | The jurisdiction selected in Estates –Add controls this | Yes |
TaxDue | Probate | States whether or not tax is due | Yes |
TaxDueDate | Probate | The date IHT is due | 31/03/2015 |
WillDate | Probate | The date of the Will | 10/01/2009 |
ProbateDate | Probate | The date of probate entered on the deceased | 24/07/2012 |
DeedofVariation | Probate | States whether or not a Deed of Variation has been prepared | Yes |
POAInForce | Probate | States whether or not a Power of Attorney is in force | Yes |
POADate | Probate | The date the Power of Attorney came into force | 24/09/2012 |
POAReg | Probate | States whether or not a Power of Attorney is registered | Yes |
ProbateNotes | Probate | Free text notes entered into the Notes box on Estate Details - Edit | Do not write to the widow at her London address. |
DeceasedAttorney | Probate | States whether or not the deceased acted as Attorney for an individual | No |
RegistrarName | Probate | Name of the probate registry | London Probate Department |
RegType | Probate | Type of Power of Attorney in force | Lasting |
AttorneyName | Probate | The entity’s Attorney | Mr Claude Bennet |
AttorneyTo | Probate | Name of the person the entity was Attorney to | Mr Sampson Brass |
POAAtDOD | Probate | States whether the Power of Attorney was in force at the date of death | Yes |
Executor1 | Probate | The name of the first Executor | The Kenge Trustees Limited |
Executor2 | Probate | The name of the second Executor | Miss Adela Blossom |
Executor3 | Probate | The name of the third Executor | Miss Catherine Bennet |
Executor4 | Probate | The name of the fourth Executor | Mrs Jane Helen Clearwater |
RegistrarAddress | Probate | The address lines for the selected Registrar | Principal Registry of the Family Division First Avenue House London |
DeceasedAddress | Probate | The first line of the deceased’s noted last address | Willow Tree Cottage |
DeedofVariationDate | Probate | Date of the Deed of Variation | 28/02/2015 |
LegalRightsApply | Probate | States whether or not Legal Rights apply | Yes |
LegalRightsApplyOption | Probate | States which option applies | Outstanding |
Beneficiary1 | Probate | The name of the first beneficiary | Mrs Lara Mary Lawson |
Beneficiary2 | Probate | The name of the second beneficiary | Mrs Lara Mary Lawson |
Beneficiary3 | Probate | The name of the third beneficiary | Mrs Lara Mary Lawson |
Beneficiary4 | Probate | The name of the fourth beneficiary | Mrs Lara Mary Lawson |
Beneficiary5 | Probate | The name of the fifth beneficiary | Mrs Lara Mary Lawson |
Beneficiary6 | Probate | The name of the sixth beneficiary | Mrs Lara Mary Lawson |
Beneficiary7 | Probate | The name of the seventh beneficiary | Mrs Lara Mary Lawson |
Beneficiary8 | Probate | The name of the eighth beneficiary | Mrs Lara Mary Lawson |
Beneficiary9 | Probate | The name of the ninth beneficiary | Mrs Lara Mary Lawson |
Beneficiary10 | Probate | The name of the tenth beneficiary | Mrs Lara Mary Lawson |
Beneficiary1FamilyRelationship | Probate | The relationship of the first beneficiary to the deceased | Spouse |
Beneficiary2FamilyRelationship | Probate | The relationship of the second beneficiary to the deceased | Spouse |
Beneficiary3FamilyRelationship | Probate | The relationship of the third beneficiary to the deceased | Spouse |
Beneficiary4FamilyRelationship | Probate | The relationship of the fourth beneficiary to the deceased | Spouse |
Beneficiary5FamilyRelationship | Probate | The relationship of the fifth beneficiary to the deceased | Spouse |
Beneficiary6FamilyRelationship | Probate | The relationship of the sixth beneficiary to the deceased | Spouse |
Beneficiary7FamilyRelationship | Probate | The relationship of the seventh beneficiary to the deceased | Spouse |
Beneficiary8FamilyRelationship | Probate | The relationship of the eighth beneficiary to the deceased | Spouse |
Beneficiary9FamilyRelationship | Probate | The relationship of the ninth beneficiary to the deceased | Spouse |
Beneficiary10FamilyRelationship | Probate | The relationship of the tenth beneficiary to the deceased | Spouse |
Beneficiary1SpecificBequest | Probate | The total value of any specific bequests made to the first beneficiary | 15000 |
Beneficiary2SpecificBequest | Probate | The total value of any specific bequests made to the second beneficiary | 15000 |
Beneficiary3SpecificBequest | Probate | The total value of any specific bequests made to the third beneficiary | 15000 |
Beneficiary4SpecificBequest | Probate | The total value of any specific bequests made to the fourth beneficiary | 15000 |
Beneficiary5SpecificBequest | Probate | The total value of any specific bequests made to the fifth beneficiary | 15000 |
Beneficiary6SpecificBequest | Probate | The total value of any specific bequests made to the sixth beneficiary | 15000 |
Beneficiary7SpecificBequest | Probate | The total value of any specific bequests made to the seventh beneficiary | 15000 |
Beneficiary8SpecificBequest | Probate | The total value of any specific bequests made to the eighth beneficiary | 15000 |
Beneficiary9SpecificBequest | Probate | The total value of any specific bequests made to the ninth beneficiary | 15000 |
Beneficiary10SpecificBequest | Probate | The total value of any specific bequests made to the tenth beneficiary | 15000 |
Beneficiary1PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the first beneficiary | 400 |
Beneficiary2PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the second beneficiary | 400 |
Beneficiary3PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the third beneficiary | 400 |
Beneficiary4PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the fourth beneficiary | 400 |
Beneficiary5PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the fifth beneficiary | 400 |
Beneficiary6PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the sixth beneficiary | 400 |
Beneficiary7PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the seventh beneficiary | 400 |
Beneficiary8PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the eighth beneficiary | 400 |
Beneficiary9PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the ninth beneficiary | 400 |
Beneficiary10PecuniaryLegacy | Probate | The total value of any pecuniary legacies made to the tenth beneficiary | 400 |
Beneficiary1Share | Probate | The beneficiary share of the first beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary2Share | Probate | The beneficiary share of the second beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary3Share | Probate | The beneficiary share of the third beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary4Share | Probate | The beneficiary share of the fourth beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary5Share | Probate | The beneficiary share of the fifth beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary6Share | Probate | The beneficiary share of the sixth beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary7Share | Probate | The beneficiary share of the seventh beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary8Share | Probate | The beneficiary share of the eighth beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary9Share | Probate | The beneficiary share of the ninth beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Beneficiary10Share | Probate | The beneficiary share of the tenth beneficiary | 0.00 where this is no share 100.00 where there is the full share |
Spouse1 | Probate | The name of the deceased’s first spouse | Mrs Florence Finching |
Spouse2 | Probate | The name of the deceased’s second spouse | Mrs Florence Finching |
Spouse3 | Probate | The name of the deceased’s third spouse | Mrs Florence Finching |
Spouse4 | Probate | The name of the deceased’s fourth spouse | Mrs Florence Finching |
Child1 | Probate | The name of the deceased’s first child noted | Miss Jennifer Jane Loughton |
Child2 | Probate | The name of the deceased’s second child noted | Miss Jennifer Jane Loughton |
Child3 | Probate | The name of the deceased’s third child noted | Miss Jennifer Jane Loughton |
Child4 | Probate | The name of the deceased’s fourth child noted | Miss Jennifer Jane Loughton |
Sibling1 | Probate | The name of the deceased’s first sibling noted | Mrs Anne Marie Lawson |
Sibling2 | Probate | The name of the deceased’s second sibling noted | Mrs Anne Marie Lawson |
Sibling3 | Probate | The name of the deceased’s third sibling noted | Mrs Anne Marie Lawson |
Sibling4 | Probate | The name of the deceased’s fourth sibling noted | Mrs Anne Marie Lawson |
Grandchild1 | Probate | The name of the deceased’s first grandchild noted | Mr Luke James Clark |
Grandchild2 | Probate | The name of the deceased’s second grandchild noted | Mr Luke James Clark |
Grandchild3 | Probate | The name of the deceased’s third grandchild noted | Mr Luke James Clark |
Grandchild4 | Probate | The name of the deceased’s fourth grandchild noted | Mr Luke James Clark |
Parent1 | Probate | The name of the deceased’s first named parent | Mr Richard Carstone |
Parent2 | Probate | The name of the deceased’s second named parent | Mr Richard Carstone |
Parent3 | Probate | The name of the deceased’s third named parent | Mr Richard Carstone |
Parent4 | Probate | The name of the deceased’s fourth named parent | Mr Richard Carstone |
Nephniece1 | Probate | The name of the deceased’s first Nephew/Niece noted | Mr Robert James Smith |
Nephniece2 | Probate | The name of the deceased’s second Nephew/Niece noted | Mr Robert James Smith |
Nephniece3 | Probate | The name of the deceased’s third Nephew/Niece noted | Mr Robert James Smith |
Nephniece4 | Probate | The name of the deceased’s fourth Nephew/Niece noted | Mr Robert James Smith |
NoofChildren | Probate | The number of children the deceased had | 1 |
SocSecNumber | Probate | The deceased’s NI number | XX NN NN NN X |
TaxReference | Probate | The deceased’s tax reference number | 12345 67891 |
Occupation | Probate | The deceased’s occupation | Retired accountant |
IHTReference | Probate | The estate’s IHT reference | |
MaritalStatus | Probate | The deceased’s marital status | Married |
Firmname | Probate | The name of the firm administering the estate | Dodson & Fogg |
FirmAddress | Probate | The address of the firm administering the estate | 17 The Square Worthing West Sussex |
ClientRef | Probate | The client reference in the firm administering the estate | 123456 |
DateofBirth | Probate | The deceased’s date of birth | 01/12/1913 |
Domicile | Probate | The deceased’s domicile | England and Wales |
Grant Type | Probate | The type of grant that is being applied for | Probate |
Capacity | Probate | The capacity in which the Name of person/firm noted as dealing with the estate is acting | Advising Solicitor |
GrossValue | Probate | The gross value of the estate | £380,058.00 |
NetValue | Probate | The net value of the estate | £376,058.00 |
Executor1Address | Probate | The first line of the address of the first executor | 1, The High Street |
Executor2Address | Probate | The first line of the address of the second executor | 1, The High Street |
Executor3Address | Probate | The first line of the address of the third executor | 1, The High Street |
Executor4Address | Probate | The first line of the address of the fourth executor | 1, The High Street |
CodicilDate1 | Probate | The date of the first codicil | 01/06/1982 |
CodicilDate2 | Probate | The date of the second codicil | 01/06/1982 |
CodicilDate3 | Probate | The date of the third codicil | 01/06/1982 |
CodicilNumber | Probate | The total number of codicils | 2 |
Executor1Phone | Probate | The phone number of the first executor | 020 4871 2378 |
Executor2Phone | Probate | The phone number of the second executor | 020 4871 2378 |
Executor3Phone | Probate | The phone number of the third executor | 020 4871 2378 |
Executor4Phone | Probate | The phone number of the fourth executor | 020 4871 2378 |
Executor1Fax | Probate | The fax number of the first executor | 020 4871 2378 |
Executor2Fax | Probate | The fax number of the second executor | 020 4871 2378 |
Executor3Fax | Probate | The fax number of the third executor | 020 4871 2378 |
Executor4Fax | Probate | The fax number of the fourth executor | 020 4871 2378 |
Executor1Email | Probate | The email address of the first executor | c.dickens@email.com |
Executor2Email | Probate | The email address of the second executor | c.dickens@email.com |
Executor3Email | Probate | The email address of the third executor | c.dickens@email.com |
Executor4Email | Probate | The email address of the fourth executor | c.dickens@email.com |
Adding Letter Templates to Troika Administrator
Once your document template is completed, it will need to be added to Troika Administrator, Global tab and the menu option Document Templates – Edit, so it can be used within the system. Click the Add button and browse to the template file you have created and saved to a centrally located file server, \\SERVERNAME\TWWDATA\Letter_Templates. Click OK, to add the template to the list. Once the template appears in the list, click on the Edit button to add additional information to the template properties.
Add in the following information to the edit screen:
- Description – add in a full description of the letter template
- Reference – add in a unique reference to identify the template
- Order – add a numeric value to determine the order in which the template appears within the list
- Collection – add collection which is a grouping to which the template belongs
- Sub Collection – add sub collection which is a subgrouping to which the template belong
Click OK to complete the setup of the template. The templates will now be available to generate documents via the menu option Document - Link in Troika Administrator, Client tab.
These notes are confirmed to be applicable from Troika release 2.09.001.