Documents and document templates

Document templates allow you to upload a file and distribute it to users across your program. Common uses include offer letters, certificates, and confirmation documents. For programs with multiple languages enabled, documents are shown to users in their preferred language.

Create a document template

1. In the Manage workspace, go to Settings > General > Document templates
2. Click New document template
3. Enter a Name and Description
4. Prepare your document using a word processor such as Microsoft Word, Apple Pages, or Google Docs, inserting merge fields where required
5. Upload the file by dragging and dropping a .doc or .dotx file, or by clicking Select file
6. Click Save

Configure a “Document created” notification (optional)

You can notify users by email when a document is generated.

1. In the Manage workspace, go to Settings > Communications > Notifications
2. Click New notification
3. Select Document created from the Trigger drop-down
4. Add a sender name and reply-to address if required
5. Compose the email subject, email body, and SMS message
6. Click Save

Assign a document template

Document templates can be assigned individually or in bulk.

From the Users list

1. In the Manage workspace, go to Users
2. Click the ellipsis (three dots) next to a user
3. Select Create document
4. Choose a document template
5. Select the file type (PDF or Word)
6. Update the document name if required
7. Select Share document with associated user if the document should be visible immediately
8. Click Save

From the manager’s application view

1. In the Manage workspace, go to Applications
2. Click the application name to open the manager view
3. Open the 'Documents' tab
4. Click Create document
5. Choose a document template
6. Select the file type (PDF or Word)
7. Update the document name if required
8. Select Share document with associated user if the document should be visible immediately
9. Click Save

Applicant view

When a document is shared, users can access it from:

• The Documents menu in the left-hand navigation
• The 'Documents' tab within their profile

To change document visibility after creation:

1. In the Manage workspace, go to Settings > General > Documents
2. Click the ellipsis (three dots) next to the document
3. Select or deselect Share document with associated user
4. Click Save

Integrations

Document templates extend the Good Grants API and webhooks with additional triggers, including document created, updated, and deleted. These can be used to automate downstream processes.

Good to know

• Document templates are non-seasonal and apply across all seasons.
• Updating a document template does not change documents already created.
• Merge fields can be clicked to copy them to your clipboard.
• Merge fields that pull multi-line text or tables should be placed on their own line for correct formatting.
• Documents are generated in the background and may take a few minutes to appear.
• “Document created” notifications include the document as an email attachment.
• SMS notifications are subject to regional restrictions.