The "Tipizate" (Standardized Documents) module in the "Documents" section allows users to quickly create and customize a variety of documents, including: Contracts, Minutes, Annexes, Warranty Certificates, Declarations of Conformity, or any other necessary document type. Standardized documents are documents with a pre-set format, meaning they have a fixed structure but can be personalized based on each situation or client.

1. We will start by creating a new template

Step 1: Accessing the templates

Go to the Documente > Tipizate section, select the Șabloane Tipizate (Standardized Templates) tab, and click the „Șablon Nou” (New Template) button.

Step 2: Choosing the associated section

The associated section indicates the place in the platform from which the data used in the document will be automatically retrieved. For example, a template can be associated with the Clienți (Clients), Comenzi (Orders), Facturi (Invoices), or Oferte (Offers) sections.

We will create an example where we want to generate a sales contract for an order placed by a client, so we select the Comenzi section. Choosing this section ensures that all relevant information about the order will be automatically pulled into the document.

Step 3: Entering the document title

The document title should clearly reflect its purpose.

2. Writing the text in the editor

We will proceed to write the document in the text editor. At this stage, we have two options:

• The text can be entered manually into the editor.
• Alternatively, if a template already exists in a file such as Word, the text can be copied and pasted directly into the editor.

In our example, we already have a template created in Word, so we will copy and paste it here.

3. Using variable fields

On the left side of the editor, there is a list of variable fields grouped by category.

What are variable fields?

Variable fields are elements that, once added to the text, are automatically populated with the information available in the system.
Examples:

• The "Nume Client" (Client Name) field will automatically retrieve the name of the client associated with the order.
• The "Adresa Companie" (Company Address) field will insert the address of the company configured in the platform.
• The "Moneda" (Currency) field will indicate the currency used for the order.

Note: When you add a variable field to the document, the platform inserts only the value from the system into the text, not the field description. For example:

• If you choose the "Nume Companie" field, the actual name of the company will appear in the text (e.g., "X SRL"), not the phrase "Company Name: X SRL".

Adding custom fields

In certain situations, some of the information required for a document is not available in the platform. In such cases, the platform allows the creation of custom fields.

Custom fields are defined by the user and can be placed in the document to be filled in manually with each use. These are useful for information that:

• Is not standardized in the system.
• Varies depending on the document, client, or project.

Examples of custom fields: Registration Number, Advance Percentage, Execution Time, specific warranties for each product/service, and others.

How to add a custom field?

1. In the template editor, on the left side, click the „+ Adauga Camp Personalizat” (+ Add Custom Field) button.
2. A window will open requesting you to fill in three fields:
   • Denumire Camp (Field Name): The name that describes the role of this field (e.g., „Advance Percentage” or „Execution Term”).
   • Cod Camp (Field Code): A unique identifier for this field. This should be short, without spaces, and briefly describe the field. Essentially, it is a "technical name" that helps the system understand what data to use.
   • Valoare Inițială (Initial Value): (Optional)
   • This is a pre-set value that can be automatically inserted into documents if you need a standard starting point.

For example:

2. • If the standard advance is generally „30%”, you can enter 30 as the initial value. When generating the document, this field will already contain the value „30”, but it can be manually adjusted if necessary.
   • If you don't have a fixed starting value, you can leave the field empty, and the value will be filled in manually later for each document.
3. After filling in this information, click the „Salvează” (Save) button. The custom field will now appear in the list on the left and can be inserted into the document just like any other variable field.

Inserting variable fields

To insert a variable field into the text, position the cursor where you want the information to be placed, then select the desired field from the list. After selection, the platform will add a specific formula to the text, such as {{company_name}}. This formula is an identifier that knows how to pull the correct value from the platform when the document is generated.

4. Generating Documents Based on Standardized Templates

Once we have configured a template, it can be used either from the section it was associated with (in our case, the Comenzi section) or from the „Documente” - „Tipizate” section, in the „Generate” tab.

• Option 1: Using the template from the associated section
  • Access the relevant section (e.g., „Comenzi”).
  • Identify the desired order.
  • Click the „Generează Document Tipizat” (Generate Standardized Document) button in the „Acțiuni” (Actions) column.
  • Choose the desired template and click „Generează”.
• Option 2: Using the template from the „Documente” - „Tipizate” section
  • Access the „Documente” > „Tipizate” section.
  • Select the „Generare” tab.
  • In the top right corner, click the „Generează Document” button.
  • Choose the desired template and enter the order number.
  • Click „Generează”.

The platform will retrieve the corresponding data and create the document according to the selected template.

5. Completing the document from the template

After clicking the „Generează” button, the document will be created based on the selected template. It will contain variable fields that are automatically filled with information already existing in the platform and fields that may remain blank if they are custom ones.

How to fill in the fields:

• Directly in the document:
  You can edit the fields directly in the document. For example, you can add additional information, change the value of an automatically completed field, or delete sections that are not necessary.
• More efficient: By filling in the boxes on the left:
  On the left side of the screen, there is a section with fields to be completed. These boxes are linked directly to the document. If you fill in a field in the boxes on the left, this field will automatically update in the document on the right, without needing to manually edit each section.

How to find generated standardized documents

Once you have generated a standardized document, it will be available in two locations:

1. In the „Documente Tipizate” section:
   • You will find the document in the „Generate” tab within the Documente - Tipizate section.
2. In the document's section of origin (e.g., Orders):
   • If the document was generated from an order, you must select view on that specific order.
   • When viewing the order, you will notice a new tab named „Documente Tipizate”.
   • This tab will contain the standardized documents generated for that order.

Download/Print/Send options

In both locations, you have the following options: Descarcă (Download), Tipărește (Print), Trimite prin email (Send by email).

Also, at any time, we can view, edit, or delete the document.

Access to the standardized documents module

To have full access to the documente tipizate module, it is necessary to ensure you have the correct permissions set. These permissions are configured in the Financiar > Angajați > Permisiuni section.

In this section, you must check the following options for each relevant category:

• Vede (View), Adauga (Add), Editeaza (Edit), Sterge (Delete)

Here are the categories for which you must activate permissions:

• Clienți – Tipizate, Comenzi – Tipizate, Documente – Tipizate, Facturi – Tipizate, Oferte - Tipizate