Document bundle templates
A bundle template prevents teams from forgetting required documents in a repeatable process. It defines the bundle structure and application rules; it does not replace checking the specific client, opportunity, or project.
The workflow described here remains valid even when the deployed template list or editor shows English labels or validation messages. Native translations for this surface may lag the portal build in some locales; an English label does not change the field or its meaning, and the view must not be presented as same-locale screenshot evidence until it passes visual review.
Where to find it
Open Documents (/documents) and then Bundle templates (/documents/templates). Creation and editing depend on your role and portal settings. If the section is hidden, ask an administrator to check document permissions and enabled features.
What a template contains
For each item, define its name and purpose, whether it is required, any file or document type constraint, the context where it applies, and the review, approval, or signing order used by your organization.
Do not put real personal data, contract numbers, bank details, or signatures in a template. A template stores structure, not client data.
Source and template version
You can limit where a template applies: a workgroup, client project, CRM opportunity, task, company, contact, or legal entity. Choose only a source where the bundle is genuinely repeatable. Publishing a template and publishing a new bundle version are separate steps. Each slot keeps its published version; an unchanged slot keeps its previous version, while an edited slot receives the next one. Existing bundles do not change silently when the template is edited.
Editor behavior
The editor accepts several sources at once: workgroup, client project, CRM opportunity, task, company, contact, or legal entity. For each slot set a name, kind, required flag, and order with the arrows. An empty slot or empty document text fails validation before publishing.
If the portal already has a published document, choose Take a ready document. Its text and published revision are pinned into the slot; this does not copy a draft or change the source document. Advanced fields accept approval and signing rule codes. They may contain only Latin letters, digits, and _, ., :, -; these are policy codes, not free-form comments.
Publishing is one user operation: changed slot documents are revised and published first, then the package revision is published. After a network error, retry the same submission; untouched published slots keep their previous revision. Archiving removes a package from the catalog for new applications without breaking packages already created from it.
Prepare and apply a bundle
- Choose a repeatable process and describe its outcome.
- Keep only the documents needed to consider the process complete.
- Mark required items and use names that an assignee can understand.
- Check whether the bundle belongs to a task, CRM card, client, or project.
- Save it and apply it to a test record without real secrets.
- Confirm that every required item has a clear owner, next step, and due date.
Applying a template to work
Applying a template creates the expected structure in the selected context. Uploading files, linking a client, approval, and signing remain separate actions. Before external sharing, check the current version and access rights for each document.
If a required file is missing, do not mark the bundle complete manually. Create a task for the owner, record why it is missing, and set a due date.
Change or archive a template
Before changing a template, check which processes already use it. Record the reason and effective date. Do not silently change the composition of an already approved case. If a template is no longer used, disable it for new applications or archive it according to your team policy instead of deleting its history.
Quality checklist
- each item has one verifiable outcome;
- required status matches the real process;
- names contain no raw IDs, emails, or secrets;
- the template does not claim legal validity by itself;
- money and currency are set in the concrete process, not in a generic template;
- access, client, version, and owner are checked after application.
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