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Document templates

ReFIS Flow - software for digitising and approving documents

From document templates you easily generate documents with preset content. For example, if the company often concludes the same type of contract in which only some “variables” (parameters) change, you insert such a template and ReFIS replaces the “variables” with specific values when generating the document.

Contracts

In contract templates you use these variables:

Variable Value
Basic
${Contract/RefNumber} Contract number (reference number)
${Contract/GeneratedDate} Date the contract was generated
${Contract/RevisionNumber} Contract revision
Contracting party (instead of ContractParty1 you can use ContractParty2, ContractParty3, ...)
${ContractParty1/PartyName} Name of the contracting party (for example “intermediary”)
${ContractParty1/SignDate} Date this person signed the contract
${ContractParty1/Name} Name of the person or company
${ContractParty1/CompanyID} Company ID
${ContractParty1/TaxID} Tax ID
${ContractParty1/VATID} VAT ID
${ContractParty1/CompanyRegistration} “Company registered in”, e.g. “In the Commercial Register...”
${ContractParty1/MainAddress_StreetName_CityName} Registered office address: Street/Street number/Postcode/City
${ContractParty1/PostAddress_StreetName_CityName} Postal address: Street/Street number/Postcode/City
${ContractParty1/EmailAddress} E-mail address of the person
${ContractParty1/BankAccountNumber} Account number or IBAN of the bank account
${ContractParty1/BankAccountSWIFT} SWIFT code of the bank account
Advanced options
${Contract/RelatedGraphNames} Names of the labels assigned to the contract - separated by commas
${Contract/RelatedProjectNames} Names of the projects assigned to the contract - separated by commas
${Contract/RelatedPersonEmailAddress} E-mail address of the related person assigned via labels (inserts one e-mail address even if there are several related persons)
Template-specific
${Contract/Provision} Commission from the contract (only one commission, even if several are stated in the contract)

Explanation of the variables:

  • The variables ${Contract/...} are general data of the contract
  • The variables ${ContractParty[Index]/...} are data of the contracting parties stated in the contract
  • The variables ${ContractParty1/...} are data about your own company (your own company always has the “Index” equal to 1)
  • The other contracting parties are: ${ContractParty[Index]/...} where the “Index” starts with the number 2 (for example, if there are 3 contracting parties, the third contracting party has the “Index” 3)

Signing

For signing you specify the place in the template where ReFIS inserts the signature in several ways:

  • With text invisible to the user: you define the signature place with two strings in the format "{SignatureXTopLeft}" and "{SignatureXBottomRight}" - you place the first string in the top left corner of the signature place and the second in the bottom right corner. You replace the letter "X" in the strings with the sequence number of the signature, e.g. signature number 1 is defined by the strings "{Signature1TopLeft}" and "{Signature1BottomRight}", the second signature by "{Signature2TopLeft}" and "{Signature2BottomRight}", etc.
  • With coordinates fixed for the template. You can also enter the coordinates relative to the end of the document/page.
  • The signer chooses the coordinates during signing.
Variable Value
Basic
{SignatureXTopLeft} Defines the position of the top left corner of the signature place; you replace the letter "X" with the sequence number of the signature
{SignatureXBottomRight} Defines the position of the bottom right corner of the signature place; you replace the letter "X" with the sequence number of the signature