Amending a Document and Adding Tokens
If a document template already exists you can amend it. You can amend the text, the tokens that pull through information, and where the information sits within the page.
Go to options > Job Types and select the relevant one such as purchase, sale, etc. Then click on Templates. If you are currently in a job for say purchase, just select options > purchase > document templates.
Document Templates are sorted into Job Types and then by who they are sent to. So, a letter to the other sides solicitor on a purchase matter should be stored in Job Types > Purchase > Templates > Solicitor
Go into this area and select the relevant letter that you wish to amend. Then either double click to open it or click on the edit button once the letter is highlighted. This will then bring up the document.
From here you can amend the text, move the information stored to a different place just by clicking in the document and amending where necessary.
Tokens
To add or amend a token, go to the relevant document you wish to edit as per the instructions above. Then click your mouse into the document template where you wish the new token to appear.
The Template Editor floats over any document templates you are editing from the options menu in Redbrick PM. This is where you select the relevant token from.
You can change the section you are looking in within the Template Editor to Sale, Re-mortgage, etc, with the first dropdown as below. You can then change sub-sections, so for instance, the drop down under purchase has sections like Billing, Fee Earner and Introducer, all of which may have further drop downs below them for you to select from.
Under the dropdowns are the tokens themselves. Below you can see the Purchase Tokens, starting with Accounts Reference.
The Template Editor
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The tokens themselves also have a record of where they came from, e.g. In this token the first drop down is “Job” the second is “Fee Earner” and the token itself is “Nickname”.
This token is usually used for the signoff at the bottom of the letter under Yours sincerely/faithfully and is typically the fee earners name.
If you’re unsure where to find a token, you can have a look at another document you know already has the token to find out where it’s located in the template editor.
You can also copy and paste tokens between templates, but opening them both at once.
Token Variations
Some tokens have extra options e.g. the client token for First, Middle and Last Name, can also be used as a “List”. In the Example below, John Smith and Jane Smith are the clients.
| : John Smith |
| : John Smith and Jane Smith |
| : Jane Smith |
| : John Smith and Jane Smith |
Other examples of this are Address and Address Wrapped:
“Address” Token | “Address Wrapped” token |
4 High Street, Town, County, LE15 6EG | 4 High Street Town County LE15 6EG |
Common Tokens
Main Sections
The main sections in the Template Editor are from the first dropdown in the Template Editor. Detailed below are the tokens you can find in each section. Some sections won’t be available in some job types.
- Apportionments
- This section contains tokens from the “Leases” Screen in Conveyancing.
- Buyers/Sellers
- This section contains tokens for the other side on a Conveyancing Matter.
- Document
- These contain document specific tokens, for example, the units for that document, the creation time etc. but it is mainly used for the Address as, and FAO tokens (
,
).
- Firm
- This section contains tokens for the Firm, such as company name, or telephone numbers.
- Job
- One of the main sections, this contains tokens for the Client, the Fee Earner and the Partner.
- Other Parties
- This section contains tokens for any parties on the “Other Parties” screen, so for example, “Court” on a crime matter, or “Agent” on a Conveyancing Matter. (
,
).
- Purchase, or you can select another jobtype like Sale, etc.
- This section will be called something different depending on which job type templates you’re working on. These tokens are job type specific so therefore can’t be copied across to documents in other sections.
- This section will have most of the information from the edit job window in RPM, so for instance, purchase address, or Title Type for conveyancing matters, deceased name, from probate matters, and it will also have the tokens for any custom fields that have been created for your job types. The section also contains the Billing Screen Tokens.
- System
- This section is almost exclusively used for date tokens;
.
- User
- This section contains tokens for the user who creates the document.
How to use
Below is a table, showing where some common tokens are. It shows the token first and then how to find it by drop downs.
When [JOB TYPE] is shown, this shows that you need to select the job type you’re currently working on, for example “Purchase”
The Bold section at the end of each row is the token itself, if you’re looking for something similar, it may be in the same place, so the clients surname is shown below, but this is the same section that the clients first name is.
The below would be found by changing the first three dropdowns on the token editor and selecting from this list. Some tokens require more drop downs than others.
Common Tokens Table
Below are some common tokens and how to find them.
Token |
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Client 1 Surname | Job | Client | Contact 1 | LAST OR COMPANY NAME |
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Fee Earner Name | Job | Fee Earner | Nickname |
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Fee Earner Initials | Job | Fee Earner | Initials |
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Bank/Lender Name | Other Parties | Bank | Name |
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Solicitor DX or Address | Other Parties | Solicitor | DX Full or Address Wrapped |
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Title Type (freehold/leasehold) | [JOB TYPE] | Title Type |
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BI MATTER REFERENCE (MAT Number) | [JOB TYPE] | Accounts Reference |
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Today’s Date | System | Today | Long Date |
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Branch Address | [JOB TYPE] | Branch | Details | Address | Address |
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Token Types
There are a number of token types in Redbrick, these are shown below:
Standard Tokens - Yellow
Example;
Yellow tokens will pull information directly from Redbrick PM, Usually exactly how it is stored in Redbrick PM. Examples of these tokens are, Names, Addresses, Contract Prices, Title Type, Other Parties Names, etc.
There are a number of different options for tokens, depending how you want them to appear.
For example, the clients name can be pulled in in a variety of ways, depending on how you want it to appear. Below are some example of how the tokens would populate for Mr John James Smith and Mrs Jane Joan Smith:
Token | Population |
| John Smith |
| Mrs Jane Smith |
| Mr John Smith and Mrs Jane Smith |
| MR J Smith |
| Mr John James Smith and Mrs Jane Joan Smith |
Addresses also have a number of ways of populating, below are some examples of a Purchase Property Address.
Token | Population |
| 1 High Street, Oakham, Rutland, LE15 6AL |
(this is a “Wrapped” Token, so will wrap the address for use in letter windows or forms) | 1 High Street Oakham Rutland LE15 6AL |
| LE15 6AL |
Financial Tokens also have a number of ways they can pull through. The below examples are for a Purchase Contract Price:
Token | Population |
| £353,250.00 |
| 353250.00 |
| Three Hundred And Fifty-Three Thousand Two Hundred And Fifty Pounds |
Other Template Tokens – Dark Green
Example:
Green tokens are used to pull through data from the Other Template Section. This is usually used for letterheads and footers, usually maintained by your business consultant, however it could also be used for a variety of other functions, for example some firms have set up an “Other Template” to show Christmas opening hours, or to promote a special offer, they’ll then use this token to pull the info through onto every document, which means the detail can be maintained in one central place, rather than having to amend it on every letter.
List Tokens – Light Green
Example
List tokens will list all items from a section in Redbrick, these work best in Tables, in the below example this will list all the lines from the billing screen in the defined cell range.
Description | Costs | VAT | Total |
PROFESSIONAL
CHARGES in connection
with your
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Disbursements |
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Totals: |
'For Each' Tokens – Dark Blue
Example:
,
This works in a similar way to the Green “List Tokens” but rather than listing each item, it allows you to create a section in your document “For Each” item in the list. In the below example, for each Asset Type it will list the Name, and then the assets and values within it.
-
When populated it could look something like this:
Bank Accounts
NatWest - £1,500.00
HSBC - £200.00
Properties
4 High Street - £150,000.00
Shareholdings
Vodafone - £1,500
BP - £2,500
Conditional Logic Tokens (IF statements) – Light Blue
Example: Below says IF the job has been flagged as Freehold then no leasehold questionnaire is required, but IF the job is flagged as Leasehold then they will need to fill out the leasehold questionnaire.
Please be awareConditional Logic Tokens can be used to populate documents with information if certain criteria are met. In the below example IF the property value is greater than £1,000,000 then it will use the first sentence, or Else it will use the second sentence.
You can also use these tokens to only put something in, if the criteria are met, in the below example the paragraph will only appear if the job was activated after the 01st of January 2017. If the job was activated before that date it will do nothing.
Conditional Logic Tokens are used by first highlighting (by single clicking) a token, for example Title Type:
Instead of double clicking or clicking insert to put the token into the document, click the IF button, then the following window will now appear:
The first dropdown contains IF or IF NOT, the second dropdown can be set to Value as text or Name, or, depending on what token has been selected.
The third dropdown contains the rule. For Value as Text, this can be set to;
Equals – This will allow a value to be specified to compare against, it will need to match EXACTLY.
Is Empty – This condition will be met if the token value is empty (not completed in Redbrick PM)
Contains – This will allow a value to be specified to compare against, it will check to see if the value entered is in the Token value anywhere, for instance if the address contains “London” or a date contains “2017”.
Is in – this is the reverse of the ‘Contains’ rule, so if the value of the token is any part of the value specified, for example, a list of Agents could be specified in the Value “Smiths Estate Agents, Jones Estate Agents, Parkers Estate Agents” If the token value for Agent Name populates with any of these the condition would be met.
For 'Name', it’s the same as above although this is very rarely used as it will show the token name in the template letter.
For Value as Number, this can be set to:
Is Between (two values)
Equals
Greater Than or Equal to
Greater Than
Less Than
Less Than or Equal to
Except for in the case of the “Is Empty” Condition, the value can then be specified by clicking the “…” box(es):
Press OK in the Parameter value and then OK on the Condition window. It will then insert three tokens:
Whatever is typed between the first and second tokens will appear if the condition is met, if the condition is not met whatever is typed between the second and third tokens will appear if the condition is met.
If any of these tokens are deleted the document will crash when created with the following error:
Once you have made your changes click on the save and close button on the Template Editor window.
Your changes have been saved. We would always recommend testing your document first before deploying it live to your users.
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