TeamConnect Document Automation Admin Guide v1.0

Overview of HotDocs Advance

HotDocs Advance is a web application that enables users to deploy and manage templates created with HotDocs Author. Users can organize and manage their uploaded templates, launch interviews to gather data from template users, and download assembled documents containing the data entered by end users. With HotDocs Advance, a single template can be used to produce countless unique documents.

For More Information refer HotDocs Advance documentation.

Overview of HotDocs Author

HotDocs Author is the desktop-based portion of HotDocs Advance you use to author HotDocs templates. For example, you can use Author to transform existing Word and plain text documents into HotDocs templates, or you can use Author to create templates from scratch.

For More Information refer HotDocs Author documentation.

Overview of TeamConnect - HotDocs Integration

This Integration enhances document generation for users by integrating the advanced capabilities of HotDocs within TeamConnect. This integration enables users to efficiently generate and manage documents within a seamless and structured workflow. By embedding HotDocs' powerful automation tools directly into TeamConnect, users can streamline repetitive document creation tasks, reducing manual effort and minimizing errors.

This solution is designed to provide a user-friendly, secure, and efficient approach to data collection and document generation. It ensures that legal and administrative professionals can quickly access and utilize standardized templates, customize necessary details, and generate legally compliant documents with ease. By simplifying the process, organizations can improve productivity, enhance accuracy, and maintain consistency across their legal documentation.

Installation and Setup of Documentation Automation Module

Prerequisites: 

Before setting up the integration, ensure the following requirements are met:

• TeamConnect Version: 7.0 or higher.
• HotDocs Advance: Valid license.
• HotDocs API SKU: Must be enabled in the HotDocs Advance environment.

Part 3 - Generating HotDocs API Keys

Prerequisites: Ensure your HotDocs Advance license has the API SKU enabled; if you are unsure, your account manager will be able to assist you.

In your HotDocs Advance environment, ensure the administrator setting up the integration has full access to all areas of HotDocs Advance, is marked as active, and is designated as an Integration Admin (similar to the screenshot below).

 

Navigate to your HotDocs API Authentication page by appending /auth to your standard HotDocs Advance URL and log in as an Admin.  
Example: https://yourname.hotdocsadvance.com/auth/

Creating API Keys

1. After logging into HotDocs Advance, click “Manage API Credentials”

2. In the following page click on Create new API credentials.

 

3. Fill out the information below information and click on Create button.
    

Name: Any name you choose (used for identification purposes). Flow Type: ResourceOwner. Secret: Any secure value you define. Return URL: Leave blank (N/A) Landing Page: Your Your HotDocs home URL Token Lifetime (seconds): 3600 (recommended) Scope: ROOT

 

Upon clicking the Create button, your page should be displayed as shown below:

 

To continue setting up your API keys, click on “Add a Service Principal.” When adding a Service Principal:

• Principal Name: Enter any name of your choice (used for identification).
• Password: Create a strong password and store it securely — this will be required for the integration connection.
• IsActive: Ensure the IsActive option is selected (checkmarked) and click on Create button.

Upon clicking the Create button, your page should be displayed as shown below.

The final step is to click on Activate Client button. This action will enable the API keys and mark them as IsActive, allowing them to be used for the integration.

Next, return to TeamConnect to continue the setup. Be sure to keep your API information readily available, as it will be required in the following steps.

Installation of Document Automation Module on selected Object.

To use the Document Automation module on selected objects, admin users must install it using the TeamConnect Module Setup Tool. Follow the steps below to install the Document Automation tab on the desired objects or object views.

Steps to follow	Screenshots for your reference
On the TeamConnect homepage, navigate to the Tools section in the top-right corner.
Click Tools to display a list of available tools. From the list, select Module Setup Tool.
The Module Setup Tool screen will appear, displaying all available module screen installers. Locate and select Document Automation Screen Installer.
From the Object drop-down list, select the required object. Click Install. You can add multiple objects as needed; there are no restrictions.
Once the installation is complete, a success message will be displayed.

Variable Mapping

A critical component of this integration is the ability to generate documents using data stored within TeamConnect. To enable this functionality, HotDocs variables must be mapped to corresponding TeamConnect fields. There are two primary methods for mapping variables:

1. Global Mapping: This method allows an administrative user to associate a HotDocs variable with a TeamConnect field and apply this mapping across all templates. It ensures consistency and simplifies the management of commonly used variables.

2. Local Mapping: This approach leverages APIs to retrieve a list of variables for a specific template. It enables administrative users to map HotDocs variables to TeamConnect fields on a template-by-template basis, offering flexibility for template-specific configurations.

TeamConnect Mapping Tool

TeamConnect Mapping Tool is a core component of the TeamConnect–HotDocs integration, designed to facilitate accurate and dynamic data mapping between TeamConnect objects and HotDocs template variables during document generation. They ensure that all necessary data especially from related objects such as contacts, involved parties, and assignees are correctly exposed and mapped without manual intervention. On the Field Mapping screen, users can access four fields in the drop-down of Field type. They are given below:

• Current Object
• Assignee
• Child Object
• Involved

Current Object: This field allows users to select from all objects currently available in the system. It only displays valid and accessible objects, ensuring that users can interact with existing system data accurately.

Assignee: The Assignee field type is used when a user wants to assign multiple roles or individuals to an interview or task. This field supports multi-select functionality, allowing for the specification of several assignees based on roles, users, or teams.

Child Object: The Child Object field allows users to link to and extract data from a specific child object related to the current parent object. This is essential when a hierarchical data structure exists and information from a related subordinate object needs to be accessed or displayed.

Involved: The Involved field is designed to add multiple parties or participants who are engaged in a particular task, process, or interview. Unlike Assignee, which implies responsibility, Involved includes individuals who may need visibility or optional participation.

Global Mapping of HotDocs Template Variables with TeamConnect Fields.

Global Mapping allows users to link key data fields from HotDocs templates to TeamConnect fields at the object level. Performing this mapping reduces manual entry and ensures accuracy in document generation. By defining standardized variables at the object level, users can efficiently populate required information, streamline workflows, and minimize errors.

Follow below given instructions to add HotDocs Templates Variables with TeamConnect fields at object level:

Steps to follow	Screenshots for your reference
Navigate to the Document Automation homepage and click on Global Field Mapping tab under Document Automation Settings in the left navigation menu.
On the Global Mappings page, click the New button to add a required object in the Global Mapping wizard.
In the Global Mapping wizard, select the object from the drop-down list that you want to map. If the required object is not available in the list, install it using the Module Setup Tool as mentioned in the Installation of Document Automation Module for the selected object.
After selecting the required object, click Finish to add it to Global Mappings page and all the added Objects will be displayed in a table.The Finish button will remain disabled if the object field is empty.
Clicking on the Global Mapping object in the table will be redirected to the Variables page. Users can perform Edit, Delete actions on this screen as per their requirement. On this page, click the Edit button at the top to add template variables to be mapped to TeamConnect fields.
In edit mode, two fields will be available: Template Variable and TeamConnect Field, along with Add and Cancel buttons. Template Variable refers to the name of the field or variable from the HotDocs template. Field Type allows users to select the TeamConnect Mapping Tool fields from the drop-down as per the requirement. TeamConnect Field allows you to select the TeamConnect field that needs to be mapped using the object navigator.
Enter the name of the HotDocs template field/variable in the Template Variable field. Select the required TeamConnect Mapping tool field from the field type drop down. Provide all the required details as per TeamConnect Mapping tool field selected and then select the TeamConnect field using Object Navigator. Click Add.
All mapped variables will be displayed in a table on the screen. Users can update added variables using the Edit column in the table.
After mapping all required template variables with TeamConnect fields, click the Save & Close button to save the changes. All the mapped fields will get auto populated in the HotDocs templates when users try to generate a document using HotDocs wizard.

By following these Instructions, users will be able to map key data fields from HotDocs templates to TeamConnect fields at the object level.

Local Mapping of HotDocs Template Variable with TeamConnect Fields

Local Mapping allows users to link key data fields from HotDocs templates to TeamConnect fields at the template level. Performing this mapping reduces manual entry and ensures accuracy in document generation. By defining standardized variables at the template level, users can efficiently populate required information, streamline workflows, and minimize errors.

Follow the steps below to add HotDocs template variables and map them to TeamConnect fields at the object level:

Steps to follow	Screenshots for your reference
Navigate to the Document Automation homepage and click on the All Templates tab in the left navigation menu.
A list of all available templates will be displayed. Click on the template name for which you want to add field mapping.
The details related to the selected template will display on the screen. Click on the Field Mapping tab in the left navigation menu.
All available template variables will be listed in a table under the Variables section. Click the Edit button in the header to begin mapping variables with TeamConnect fields.
In edit mode, two fields will be available: Template Variable and TeamConnect Field, along with Add, Cancel, and Clear buttons. Template Variable refers to the name of the variable from the HotDocs template. This field is read-only and cannot be edited manually. Field Type allows users to select the TeamConnect Mapping tool fields from the drop-down as per the requirement. TeamConnect Field allows you to select the corresponding TeamConnect field using the object navigator.	\
To map a template variable to a desired variable, select the variable from the list and click the Edit icon in the Action column in edit mode.
The details of selected variables will be populated in the Template Variable textbox and other fields. Use the object navigator to select the required TeamConnect field, then click Add to map the variable.
All mapped variables will be displayed in a table on the screen. You can update existing mappings using the Action column.
After mapping all required template variables with TeamConnect fields, click the Save & Close button to save the changes. All the mapped fields will get auto populated in the HotDocs templates when users try to generate a document using HotDocs wizard.

Modifying Template Type

The Document Automation module allows you to create and manage “Template Types”, which are a useful way to categorize templates according to your business needs. By default, the module includes a predefined set of template types, but these can be customized to better suit your requirements.

Customizing template types is managed through “Setup”. Follow the steps below to adjust existing types or create new ones based on your needs.

Steps to Follow	Screenshot for Reference
In Setup select Lookup Tables from the “Go To” drop down.
Once in Lookup Tables, select the Custom Lookup tab. From the dropdown list, choose Document Automation Template Type. After opening this lookup table, you can add, remove, or modify template types as needed. This allows you to organize templates in a way that best aligns with your business requirements - for example, categorizing by State, Office, or other criteria relevant to your organization. For more information, refer to Link.

Limitations on TeamConnect HotDocs Integration

The following limitations apply to the current Document Automation integration with HotDocs. Users should review these details to understand unsupported features and plan accordingly.

Classic Table Variables: The legacy HotDocs feature known as New Table variables, previously used within dialogues to create structured tables with fields such as ID and key, is not supported in the current integration. Users should use multi-select or single-select fields as alternatives.

Classic Template Metadata: Metadata associated with classic templates is not supported. This includes older formats and structures that are incompatible with the current system architecture.

PDF Templates: PDF-based templates are partially supported:

• Variable mapping is not available.
• All metadata and variable values must be entered manually.
• For full functionality and automation, it is recommended to use supported template formats instead of PDFs.

Document Automation Interview in TeamConnect

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