Data is automatically inserted into templates to create hundreds of documents that can be downloaded or saved and retrieved from the ‘Saved Documents’ form.
Opening Create Documents
Open ‘Create Documents’ from the ‘Navigation’ bar on the left side of the web page.
Expand the document list by clicking the + in front of folders. Click a document title and questions appear with default answers from the database. Default answers can be changed. Answers need to be manually entered when the data is not in the database. The answers are inserted into the document.
Options on the right side of the form included ‘Company Name for Documents’ where the company name can be changed to a ‘Doing Business As’ alias. The ‘Document Types’ options switch between resolutions voted on at a meeting and those created ‘in lieu of a meeting’. The ‘Include’ options add a stored letterhead, seal, or notary statement.
List of Documents
The document list changes depending on the entity type of the selected company. The lists below are for a Corporation, LLC, LP, and Trust.
Selecting a Different Company:
Move between company records by selecting a company name in the ‘View All Companies’ list located to the right of the form, or use the pull-down list at the top of the form.
Company Name for Documents:
Select the name of the company or a doing business as aliases (DBA) from the pull-down list. The selected name will replace the company name throughout the document. The company name and DBA aliases originate from the ‘Company Profile’.
‘Company Entity Type’ is a label that identifies the type of entity for the selected company. The label can be helpful when moving between company records. The entity type for each company is initially entered on the ‘Company Profile’.
Type of Document:
This option only applies to resolutions. Owner and director resolutions (or their equivalent for a different entity type) can be voted on with or without a meeting. (This may not apply in all circumstances. The ‘Web Resources’ option on the ‘Navigation’ toolbar can be used to look up applicable government statutes.) The requirement for a resolution ‘in lieu of a meeting’ is 100% agreement of the owners or directors. The resolution must be signed by everyone with voting rights.
A letterhead, seal, and notary statement can be inserted into documents. Instructions for uploading a letterhead and seal and editing the notary statement are under the ‘Create Documents Tools’ option to the upper right of this tutorial. Check mark the item(s) that should be inserted into the document.
Document titles are categorized in folders and color coded in the document list. The graphic below describes the color-coded dots in front of the titles for a corporation. Descriptions change depending on the type of entity of the selected company.
Creating A Document:
To create a document:
- Select a company record.
- Select the name or DBA alias to be inserted into the document.
- If documenting a resolution, indicate whether the decision was made at a meeting or ‘in lieu of a meeting.’
- Select the Letterhead, Company Seal, and/or Notary Statement if one or more is to be added.
- Expand the document list and select a title. Questions related to the document appear.
Most questions have answers inserted from the database, but some questions don’t have answers in the database. Those answers need to be entered manually.
The following questions are for the “Change Number of Authorized Shares” resolution voted on at an owner meeting:
Question #1: Who is the secretary? The default answer for the company’s secretary comes from the ‘Titles and Responsibilities’ form. The names in the pull-down list come from the ‘People Profile’. The list includes everyone marked as associated with the selected company. If the selected name is not the actual secretary, select a different name and it will be inserted into the document.
Question #2: Which state is the company filed in? The default answer is from the ‘Company Profile’.
Question #3: What is the meeting date? The list of meeting dates comes from the ‘Meetings – Owner Meetings’ form. The date of the meeting when the resolution was passed needs to be manually selected.
Question #4: Where was the meeting? Once the date of the meeting is selected in Question #3, the location of the meeting is automatically inserted from the ‘Meetings’ form.
Question #5: What is the new number of shares? This information is not in the database. The amount needs to be entered manually.
Question #6: What type of ownership? There are three options for ‘types of ownership’ on the ‘Owner Register - Tools – Titles for Ownership’. A type of ownership needs to be manually selected.
Question #7: Name of document? The default ‘document name’ is the title of the document selected from the ‘Create Documents’ form. The name will be in the list of document titles on the ‘Saved Documents’ form. When changing a name, keep in mind, the new name should make it easy to find in the list of saved documents. There is no need to include a category or date as part of the name as they can be assigned to document titles on the ‘Saved Documents’ form.
The document is displayed in HTML format (see below) and it can be edited online.
There are many ways that a document can change before it appears for editing. It is essential that every newly created document is proofread.
When the document is ready, the ‘Save Document’ button (see below) can be pressed to commit it to the database. One of the ‘Generate’ buttons can be pressed to download it in one of several formats to the default download location on a local computer.
The online version of the document is in HTML and it is not the way the document will appear in a PDF or one of the other downloadable formats. Below is an example of how a PDF document will look after it is downloaded.
Data that is inserted into documents can be changed in the document or in the database. This is where database information can be changed:
Company Profile: Company name, identification and contact information including state and date of incorporation or organization.
Company Profile – Doing Business As button: Add or modify DBA aliases
Company Profile – Tools – Modify Entity Types: Change names like ‘C-Corporation’ to what is required by a governing agency.
Company Profile – Tools – Modify Terms by Type of Entity: Change terms used for an entity like ‘Bylaws’ for a C-Corporation.
Company Profile – Tools – Modify Terms for Selected Company: Change terms used for entities in one company.
People Profile: Names and contact information for people. Includes links for people to the companies they are associated with.
Titles and Responsibilities: Set titles and responsibilities for each person in each company.
Titles and Responsibilities – Tools – Default Titles: Change singular and plural titles of officers, etc. for each type of entity.
Titles and Responsibilities – Tools – Titles for Selected Company: Change titles for one company rather than by entity type.
Group Owners: Set names and contact information for group owners not in the ‘Company Profile’ or ‘People Profile’.
Meetings: Change meeting and attendance related information.
Meetings – Tools – Meeting Titles – Set Defaults: Change names for categories and subcategories of meetings.
Meetings – Tools – Company Meeting Titles: Change names for categories and subcategories of meetings for one company.
Resources: Change names and contact information for resources (i.e. accountant, attorney, bank, broker, realtor, resident agent).
Basic Owner Register: Used for owners that seldom change ownership. Also includes amount authorized by type and par values.
Basic Owner Register – Tools – Titles for Ownership: Change names and characteristics for up to three types of ownership.
Basic Owner Register – Modify Certificate Text: Change the text on ownership certificates.
Full Owner Register: Record transactions by companies, people, and groups when ownership changes often and transactions need to be tracked.
Full Owner Register – Tools – Titles for Ownership: Change name and characteristics for up to three types of ownership.
Full Owner Register – Tools – Set Decimals: Change number of decimals for amount of ownership and price per unit or per share.
Full Owner Register – Ownership Form: Change authorized amounts of ownership and par values.
Full Owner Register – Modify Certificate Text: Change text on ownership certificates.
Reports – All Documents
Reports Submenu – All Documents by Category
Reports - Company Organization Documents