Document templates
AdminPulse provides some templates for assignment letters based on the examples of the professional organizations. You will find them under Settings > Document templates.
From this overview the templates can be managed. You can download, modify or delete existing templates and add new template.
The templates are Word documents provided with placeholders for data that can be filled in by AdminPulse. Such a placeholder is always in braces, e.g. '{relation.name}'.
These templates are ready for use, but to use them most efficiently, you can adapt them to your situation. Data that will be the same for all letters can be put in the templates. In the salutation you can present yourself as a company, or as a sole proprietor by deleting the other part.
Changing templates
Download the template to modify it. You can do this by clicking the download button from the action buttons behind the document.
Then you can edit the document in Word or another text editor, save it and upload it again. This way you can completely adapt the template as you wish, both in terms of content and layout.
Tip: The placeholders with braces around them, e.g. {relation.name}, must be kept in the document if you want AdminPulse to fill them in automatically when drafting an assignment letter.
Tip: You can add also your own placeholders, e.g. {ownfieldtobefilled}. Then you can enter a value for them when drafting the assignment letter.
If the template has been modified and you want to add it to AdminPulse, you can choose to replace an existing template:
or to add a new template - via the 'Add' button at the bottom.
Create a letter
From the relation file you can draw up an assignment letter, in the section Letters. Clicking the plus button opens a modal in which you can choose a template. You will immediately see the placeholders that cannot be replaced by AdminPulse:
You can enter a value for them. This concerns data that is still missing in the relation file or data that can never be filled out by AdminPulse, such as - in this example - the number of invoices per year and the fixed amount. Also for placeholders you created yourself, you must enter a value here.
Clicking on 'Preview' generates a view of the completed letter, but still gives you the opportunity to fill in other values.
If you click on 'Compose', the composed letter will appear in the relationship file.
Different actions are possible via the dropdown menu on the right. You can download the letter as a PDF or a Word file. This way you can still edit the letter if necessary and replace the saved version with the modified version. If you mark the letter as signed, that version is considered final and you can no longer replace it.
As soon as an assignment letter has been denoted as signed, this relation file will be considered as compliant for this criterion in the compliance overview.
A signed assignment letter can also be scanned and uploaded via the drop zone in Documents. After the automatic recognition you will be presented with the option to replace the existing letter and mark it as signed with a single click.