Create Document from PDF Upload
In this article you will learn how to use our PDF builder to create a document in Lawmatics that can be sent for esignature or sent as an email attachment with the recipient's information merged in.
1. Navigate to Assets < Documents and click on Create Document in the upper left of screen
2. Select "Upload PDF" and fill out the information. Each field is explained below.
- Select Upload PDF as the type of file
- Enter the name that you would like to give the document in Lawmatics
- Choose recipient type. Will you be sending this document to a matter or to a contact without a matter? Most of the time you will want to select matter here since most documents are intake/case-related. This field also dictates which merge fields are available on the document.
- Select the practice area this document will be used for if you would like to use practice area specific custom fields in the document. Most of the time this will be left blank.
- Select the PDF from your Lawmatics firm files that you would like to use as the base document or upload a new file right then.
- Click Create
3. Add any merge fields to your document
- Start by dragging a text field from the left panel onto your document where you need a merge file
- Select the Field Properties using the options in the bottom left, shown below.
- You will need to select who the field will be set by. The options are:
- Firm User: This means that whoever is sending the document from the firm will set the value of the field before sending the document. If you plan on sending this document via automation, then you will not want to use this option.
- Merged from Matter: This means that the field will be automatically merged from the field selected on the matter.
- PLEASE NOTE: If you select Merged from Matter you will see an additional field show up just below the Field Set By selector. This field allows you to select the field from the matter you would like to populate this field on the document such as first name, birthdate, etc.
- Continue setting the font, font color, and font size for the field. Then click DONE.
4. Add signatures to the document (Optional).
- Click the Settings button in the top right under "ESIGNATURE".
- Click on Add Signer in to add signature blocks for client/contact signers. Click on Add Firm Signers to add signature blocks for firm users who need to sign. It is possible that you may not have any firm signers if only the client/matter contact needs to sign.
- Label each signer with the role, or title, of the signer. For example, a firm signer might be labeled "Managing Attorney" and a regular signer might be labeled "Client".
- Drag and drop Signature fields from the left panel onto the document where you need a signature.
- Select the role that will be responsible for signing in this specific signature field using the properties menu that appears in the bottom left corner. In the Field Set By dropdown menu shown below you will see a list of all signer roles that you have added to the document. You can also give the field a label so the the signer will have clear instructions. Click DONE when ready.
Remember that you can also create these documents without eisgnature. In that case the document is simply sent as an attachment with the recipient's fields merged in accordingly.
5. The document will save automatically as you are working on it, no need to click any save button once you have completed the document.
After you have added all your merge fields and the signatures that you need on this document, it is ready to be used in an automation or to be manually sent.
If I find a typo or other mistake in my PDF file do I need to start over with a new template?
Yes, if you need to make any edits to the base PDF file you will need to start over with a new template. Simply make the edits to the base file, and then create a new PDF document in Lawmatics, making sure to upload the corrected file.
When should I create a PDF document as opposed to a start fresh document?
PDF documents are a great option for documents that need to keep their exact look/formatting when filled out. For example, documents provided by a court, authorizations, standard template documents, etc. all make the most sense as a PDF document. You generally would not use a PDF upload document for your fee agreements, those are better suited as a start fresh or DOCX doc.
Can I use conditional logic in PDF documents?
No, this is the only document type in Lawmatics that does not offer conditional logic. If you do need to use conditional logic for a particular document, then it should be created using one of the other options.