When generating a document, you can assign roles to ensure that data previously entered in a matter is reused correctly. This article shows how to assign roles using contacts or previous submissions, and what happens if you don’t assign them.
Instructions
1. Understand why roles matter during generation
- Roles tell the system who the data belongs to. When you assign roles during document generation, the system can reuse previously entered data from that role — saving time and improving consistency.
2. Assign roles when starting the form
- When a form has role-mapped fields, the Document Roles section appears at the beginning of the form. This is where you assign contacts or submissions to each role before starting.
3. Add a contact to a role
- In the Document Roles screen, click + Add Assignee next to the role you want to fill.
- Select Contacts.
- Choose an existing contact from the address book, or click + New Contact to create one.
- Click Assign. The contact is now linked to the role and any matching data will populate automatically.
4. Assign a role using a previous submission
- Click + Add Assignee next to the role.
- Select Submission.
- Search for and select a previous document submission.
- Choose the role you want to connect from that submission.
- Click Assign.
- Any matching role-mapped data from that previous submission will now pre-fill in the new form.
5. Repeat for all required roles
- If a role allows for multiple parties (e.g. multiple applicants or children), you can assign more than one contact or submission where needed.
6. Start the form
- Once roles have been assigned, click Start Form Now. The form will load with all available role-mapped data already filled in.
7. What if you skip this step?
- You can proceed without assigning any roles. The form will still work, but no previously entered data will carry over. You’ll need to complete all fields manually.
Common Issues & Solutions
- Issue: Data isn’t appearing in the new form
- Solution: Confirm that the correct role was assigned and that the field aliases and roles match in both forms.
- Issue: Can’t find a submission to assign
- Solution: Make sure the previous submission was completed under the same matter and contains role-mapped fields.