HotDocs Developer Overview

HotDocs Developer Defined

HotDocs Developer is the desktop-based software application you use to automate any of your textual or graphical (PDF) documents, transforming them into an interactive HotDocs templateA word processor or form document that has been converted to HotDocs format so that it can be automated. When in template format, changeable text in the template can be replaced with variables. Other instructions can be added as well, such as instructions that create lists, condition text, and insert other templates.. You transform an existing document into a template by replacing changeable text in the document (text that varies from client to client, such as names, dates, and institutions) with HotDocs variableA component that is used to represent changeable text (such as names, dates, numbers, etc.) in the template. Types of variables include Text, Date, Number, True/False, Multiple Choice, Computation, and Personal Information.s.

A template enables you to generate transactional documents and forms, such as contracts, wills, trusts, insurance forms, etc.  After you create a HotDocs template, you can use that template to create any number of custom documents. To do so, you use Developer (or, alternatively, HotDocs User , HotDocs PlayerA version of HotDocs that is used for assembling published (and registered) templates., HotDocs ServerThe Web-based version of HotDocs. When using HotDocs Server, interviews are presented in a user's Web browser. Answers are then sent back to a server where the document can be assembled. HotDocs Server allows users to create documents and answer files without requiring them to have HotDocs installed on their desktop. or HotDocs Cloud Services ) to generate a HotDocs interviewA presentation of questions that must be answered in order to create an assembled document. The interview is viewable by clicking the Interview tab of the assembly window. that asks your end users for the information required to replace the HotDocs variables acting as placeholders in your template. HotDocs stores the answers your end user supplies at the interview prompts within an answer fileA saved file that contains the answers entered during an interview. Often users save their answers in a file so they can use them to assemble other similar documents.. Once the user completes the interview, HotDocs merges that information with the non-changeable text in your template to assemble a final, customized document for your end user or client.

Using HotDocs Developer, you can accomplish every part of the workflow described above. There are products besides HotDocs Developer that can accomplish the interview generation and final document assembly portions of the process, but only HotDocs Developer enables you to create a HotDocs Template.

In addition to the basic template automation, HotDocs Developer's template features enable you to use variables to build business logic into your template. HotDocs Developer also enables you to design the look and flow of the interview you use to collect the information you need to generate a customized document for a client.

There are two main parts to the HotDocs Developer application:

You use the HotDocs AutomatorThe tool used to automate form templates, or those templates whose underlying static text cannot be changed. Examples of form templates include tax preparation forms, applications, and so forth. aspect of Developer to create a graphical template.

HotDocs Developer Library Window

When you Install HotDocs Developer, the HotDocs Developer library window installs as a desktop application. The libraryA window used to display and organize templates. The library does not store the actual files—instead, it contains shortcuts (or links) to the files, which are stored on disk. In addition to the template library, HotDocs also uses an answer library, which is more commonly known as Answer File Manager. interface enables you to group and organize within your library those files required for assembling your final documents:

  • Text templateA template that is created and automated in Microsoft Word or WordPerfect. It is distinguished from a form template by the fact that the underlying text of the template can be modified. (See also text document.)s—DOCX, DOC, RTF, and WPD-based templates

  • Form templateA template that is created and automated in HotDocs Automator. It is distinguished from a text template by the fact that the underlying text cannot be modified because it is static. (See also form document.)s—HPT files (HotDocs PDF -based Templates)

  • Component fileThe file that stores all of the components used in a template. The component file and template file are both necessary for template development and document assembly to work correctly. Developers use Component Manager to work with components.s—Only visible in the library list if they are not associated with a template, otherwise you access these files from the Component ManagerThe tool used to coordinate component usage in a template. Component Manager shows all of the components used in the template and provides options for working with those components.

  • Clause libraryA file that contains a listing of available clauses. Users can select the clauses they want to use from the library, designate the order they should be merged in the document, and then answer any questions contained in the clauses. The clauses are then merged in the document.—Only visible in the library list if they are not associated with a template

The library window does not store these elements; rather it provides a list of shortcuts to the location where you store these elements on your computer. You can learn more about organizing these elements here.

Template Creation and Generation

In addition to acting as an organizer for your template development, you need the HotDocs Library dashboard features to perform the template generation functionality such as:

Answer File Manager

The Answer File ManagerThe library used to manage answer files. With Answer File Manager, users can group answer files, view histories of their usage, and so forth. (The alternative is using Windows Explorer to find, view, and use answer files.) window  enables you to organize your answer files in much the same way that the library organizes templates. (Click the Answer File Manager button on the HotDocs Developer library window to access the Answer File Manager.)

An answer file contains the answers an end user provides when completing an interview. Saving an answer file enables you to reuse an interview's answers to assemble other documents. For example, perhaps you have an answer file that contains only client-specific answers (such as names and addresses). You can use the answers in that file to assemble other related documents that need that same information.

HotDocs Tab

When you install HotDocs Developer, the install adds the HotDocs tab as an extension to your word processor's ribbon. When you select the tab on your word processor ribbon, you can see all the editing and navigation toolbar buttons you use to add variables to a template.

HotDocs Tab

HotDocs Word Processor Tab

In addition, you have access to all the native functionality of your word processor. This integration with your word processor ensures that HotDocs generates final documents using whatever font faces, design, and pagination elements you choose.

HotDocs Automator

In addition to word processor functionality, HotDocs Developer includes HotDocs Automator. HotDocs Automator is a forms-based development environment that enables you to automate PDF-based graphical forms (fields, check boxes, etc.). While you can access Automator in your Start menu, you can also open it from within the library, just as you would open Word for a text template.

HotDocs Automator Toolbar

Since many document sets consist of both word-processor documents and graphical forms, HotDocs enables you to share component files among any number of templates, meaning you can generate all the word processor documents as well as PDF-based forms in a set from a single answer file.

Template Development Work Flow

Like most software tools, HotDocs Developer has a recommended workflow. To develop templates successfully, you should follow that workflow. Your first job as a HotDocs template developerThe person responsible for automating the templates in the set. The template developer creates and inserts the variables in the template, arranges variables in dialogs, and performs other custom tasks in the template. (See also user.) is to understand HotDocs templates.

Because HotDocs Developer enables you to create templates of varying levels of complexity (ranging from very simple fill-in-the-blank templates to those that include sophisticated business logic and financial calculations), you should become familiar with Developer's capabilities and feature set by working your way through the HotDocs Developer tutorials that are part of the HotDocs Developer install. You should also look through the list of advanced tutorials and decide whether to download and install those tutorials now, or wait until you gain more experience with creating basic templates on your own.

Once you have gained an understanding of the basics of HotDocs templates, you are ready to begin the template development workflow:

  1. Plan your project; i.e., determine which document or set of documents you want to automate (transform into HotDocs templates).
  2. Mark up (identify and mark) the changeable text in the set of document you want to use as templates.
  3. Create a Library to organize your templates.
  4. Create a template within the appropriate library.
  1. Prepare to automate your templates by thinking about how you want to approach the automation process.
  2. Automate your templates by creating templates from the documents you marked up, then replacing the changeable text with variables, etc.
  3. Organize the final template library by creating folders in the HotDocs library where you can group related templates.
  4. Distribute the finished templates in an organized way to your template users.

Craft a Well-designed Interview

The goal of creating a HotDocs template is to generate an effective interview that gathers all the information you need your end-user or customer to provide. HotDocs can then create a final customized document by merging the data your customer supplies with your template's non-changing text. That document should contain everything you want it to, in exactly the order you need.

A well designed interview should go beyond merely asking questions; it should actually guide and assist your users in correctly inputting each answer to your questions. You should practice going through the interviews generated from your templates and have a colleague navigate your workflow. A fresh pair of eyes can prove invaluable in refining your interviews so each interview accomplishes exactly what you want and your final documents provide exactly what your clients or customers need.