We ran into the same issue with our templates so decided to create a keyword called Document Status for a DRAFT or FINAL VERSION. Basically, we have a user prompt eForm that they pick if it's a Draft or Final and that gets placed on the hidden placeholder which also sets that keyword to what ever value was selected.
If the DRAFT option was selected and the user hits the Accept button the document does not route to workflow but remains in the case file (by Case Number - for our Government Courts) as a Word Document. It is also marked as non-public so that only those with security access can make additional modifications or wait until the hearing to update as needed. Plus, we wouldn't want the public to get access and make modifications on a Word document. The main reason this would be used is for any documents that are prepped in advance for hearings. Then, if the document doesn't end up getting used for that hearing they can just delete them if necessary. The ones that do get used and updated, since it is not in workflow, the Bailiff pulls up the document in Retrieval (or Custom Queries) by the case number and modifies the document as the Judge is making the decisions on the bench. Once complete, they select a System Task to change it to FINAL and then it automatically converts to a TIFF format and routes to the next-step (Judge Sign) in the workflow.
If the FINAL VERSION is selected, after they make the changes needed on the document that is still in Word format at this time, they select the Accept button which automatically converts to a TIFF and routes to the next-step based off our routing rule logic built into our solution.
The other option we are starting to use more of is the Unity Forms because it is so much easier for Judges to use on the bench; especially when they have many cases scheduled at the same time. The Unity Forms can even be signed and printed; however, if you have very specific forms like we do from our State Court Administrator's Office, they don't exactly match the format that the State requires so we aren't able to use them on all documents. Hyland does have a solution to this called Image Form Composition which is designed to improve the defined structure of these state forms while still continuing to use Unity Forms and with all their benefits and ease of use for the end-user. We are hoping to purchase this soon so we can utilize all of the benefits of Unity Forms instead of Word Templates. Not saying we will not use both but for the documents used on the bench, we'd like to convert them all to Unity Forms because the Judges can do their work faster and more efficiently.
Thanks,
Katrina Cooper
