🟡 Creating Required Documents

Required Documents are set up and managed through the Required Document Templates section in Salesforce. A template is created for each document and clients control the settings for where and when the document appears in the application, the explanation text Applicants see, the 'I don't have it' text, and help text for staff.

REMINDER: The actual document templates are stored in the client's cloud storage or a private section on a company website.

Report: Required Document Templates

Creating & Editing Required Document Templates

1. To edit an existing Required Document, go to Reports and open the Required Document Templates report. Open the existing template and select Edit.
2. To create a new Required Document, select New from the Required Document primary Salesforce section. A new Required Document Template window displays with information tips.
3. Enter the required details about the document.
4. Add the Program Type(s) or Communities associated with the Required Document.

Required Document Template Metadata Fields

Details:

• Required Document Template Name – The reference name. 40 character limit.
• Extended Title – A more detailed name that displays on the application. Max 255 characters.
• Location – Designates the section of the application portal the Required Document appears. Select from the dropdown.
• Destination Folder – Name of the cloud storage folder created to store uploaded files. Each Required Document should have a unique destination folder.
• Document Review Fields – A list of application details displayed for staff to expedite document review.
• Is Active – Check if the Required Document should appear. Note: changing from Active to Inactive deletes any existing Required Documents and uploaded files.
• Required – If checked, the application cannot be submitted without uploading files for this document (red clock icon). If unchecked, the document is optional (orange icon).
• Program Compatibility – A comma-delimited list of Service File Programs that should include the Required Document. If blank, included in all programs.
• Conditional Fields – Optional custom checkbox field that determines specific conditions for creating a Required Document.
• Expiration – Determines when the document is reset. Select Expire on Reset or Expire on a date.

Descriptions:

• Requirement Description – Detailed instructions of what the applicant should upload. Supports basic HTML.
• Staff Instructions – Document review procedures for staff, displayed after the applicant has submitted for review.
• I don't have it Instruction – Directions to assist Applicants in obtaining/replacing required materials.

Tip: To create new documents similar to existing ones, use the Clone button to duplicate the template details and edit as needed.

Best Practices

1. Keep it simple!
2. Leverage Required Documents for complex questions not supported in the applications. For example, a Letter of Need is better supported as a Required Document than as an application question.