Configuring Automatic Dossier Document Creation from Templates (Registration & Dossier Management)

Registration & Dossier Management provides users with the ability to automatically create documents from templates for a dossier before generating a Dossier Binder. You can create the applicable controlled document templates, which users can then select on the generated Requirements for which they want to create documents. When users run the Auto create document from template action on the parent Requirement, Vault automatically generates documents from the user-specified templates for the appropriate descendant EDL Items in the dossier.

Configuration Overview

Configuring your Vault to create dossier documents from templates involves the following steps:

Configure and create controlled document templates
Configure the Requirement object layout
Optional: Configure default field values
Configure the Auto create document from template action
Optional: Configure dynamic document auto-naming
Configure user permissions

Note: Depending on your Vault’s creation date and which features are currently enabled and configured, some of the steps described in this article may be unavailable or already complete in your Vault.

Configuring & Creating Controlled Document Templates

Controlled document templates allow users to create templates using regular Vault documents as the template source file. You must configure and then create the applicable controlled document templates from which Vault will create documents with the Auto create document from template action. Users will select one (1) of these templates in the Document Template field on Requirement records for which they want to generate matched documents for descendent EDL Items.

Ensure the controlled document templates you create meet the following criteria:

They are in the latest steady state version.
The Template Document Type field must have a value.

See the following articles for more details about configuring, creating, and managing controlled document templates:

Configuring the Requirement Object Layout

You must add the following fields to the Requirement object layout:

Document Lifecycle Name (document_lifecycle__v)
Document Template (document_template__v)

Configuring Default Field Values

Before users can run the Auto create document from template action, they must populate certain fields on the EDL Items and parent Requirements with the appropriate values. You can leverage Object Mappings to automatically populate these fields with default values when users generate records using the Generate Requirements and Update Requirements actions. If you do not configure default values, users must populate the following required fields on the records for which they want to create documents before running the Auto create document from template action:

Object	Field	Field Value
Requirement	Document Lifecycle Name (`document_lifecycle__v`)	If this value is blank, the Full Document Type field of the descendant EDL Item must reference a document type with one (1) lifecycle. If this value is populated, the Full Document Type field of the descendant EDL Item must have the same value.
Requirement	Document Template (`document_template__v`)	Value defines which template Vault uses to create the dossier document for the applicable descendant EDL Items. Value must reference a controlled document template.
EDL Item	Full Document Type (`doc_type_details__v`)	Value must be the same as the Template Document Type field value of the document specified by the user in the Document Template field on the grandparent Requirement. Value is dependent on the Document Lifecycle Name field value of the grandparent Requirement.

Configuring the Auto Create Document from Template Action

Depending on your business needs, you can assign the Auto create document from template action to the Requirement object and configure it depending on your business needs in the following ways:

Add this action as an entry action on any Requirement lifecycle state.
Add this action as a user action on any Requirement lifecycle state.

We recommend adding this action to the In Progress lifecycle state to perform conditionally when the Requirement field is blank so that users can only execute it on root records. We do not recommend configuring the action on the Initial State lifecycle state type.

Limitations

The following limitations apply to the Auto create document from template action:

Vault does not apply any default Sharing Settings you’ve configured for the document type. We recommend configuring DAC to control user access to uploaded documents.
Vault does not enforce requiredness for any document field dependencies you’ve configured.

Configuring Dynamic Document Auto-Naming

You can configure document name defaulting for the applicable document types to specify how Vault names documents generated by the Auto create document from template action. If you do not configure automatic naming, Vault names generated documents the same name as the Requirement for which the document is created.

Configuring User Permissions

You must ensure users have the appropriate read and create permissions to access the appropriate objects and object fields in addition to the permissions outlined below:

Read permission on the Requirement object.
Edit permission on the EDL Item object.

You can complete all the steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type	Permission	Controls
Security Profile	Admin: Configuration: Object Lifecycles: Create, Edit	Ability to create and modify object lifecycles.
Security Profile	Admin: Configuration: Objects: Create, Edit	Ability to create and modify Vault objects.
Security Profile	Admin: Security: Permission Sets: Edit	Ability to modify permission sets for users.