PowerClerk Support Center

Program Design
Automations
Questions to ask yourself
Locating the Automations feature
Creating an Automation
FAQs
Communication Templates
Questions to ask yourself
Locating the Communications feature
Creating Communication templates
Feature reference
FAQs
Deadlines
Questions to ask yourself
Locating the Deadlines feature
How to create Deadlines
Feature reference
FAQs
Forms
Questions to ask yourself
Locating the Forms feature
How to create and edit Forms
Adding data fields
Configuring Forms
VersaForms
Sensitive Data Fields
Feature reference
FAQs
Roles
Questions to ask yourself
Locating the Roles feature
How to create and edit a Role
Feature reference
FAQs
Workflow
Questions to ask yourself
Locating the Workflow feature
How to create and edit the Workflow
Transitions
Changing a project's status
Feature reference
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Advanced Program Design
Channels
Locating the Channels feature
What are Channels?
Channels Checklist
3-Step Publishing Process
Channel Type A: Mark As Child
Channel Type B: Make Successor
Channel Type C and D: Create/Submit Related Project
Sending Signals
Document Templates
Questions to ask yourself
Locating the Document Templates feature
How to define a new Template
Feature reference
eSignatures
DocuSign template tags
Mapping eSignature tags
FAQs
Formulas and Calculated Fields
Questions to ask yourself
Locating the Formulas feature
How to create a Formula
Formula Data Dictionary
FAQs
Front Page
Questions to ask yourself
Locating the Front Page feature
How to edit the Front Page
FAQs
Incentive Design
Questions to ask yourself
Locating the Incentive Design feature
How to design an Incentive
Incentive Options
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Single Sign On (SSO)
Azure AD
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Data Import
Questions to ask yourself
Locating the Data Import feature
How to validate a Data Import
FAQs
Duplicate Check
Questions to ask yourself
Locating the Duplicate Check feature
How to use Duplicate Checks
FAQs
ePayments
Questions to ask yourself
Locating the ePayments History feature
How to add ePayments
FAQ
Import From V2
Questions to ask yourself
Locating the Import From V2 feature
How to Import From V2
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Operation Status
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Locating the Operation Status feature
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Program Info
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User Administration
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Web Adapter Factory
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Questions to ask yourself
Locating the Data Fields feature
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Table form element
PV System + batteries element
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Milestones
Questions to ask yourself
Locating the Milestones feature
How to define a Milestone
FAQs
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Locating the Project List Columns feature
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FAQs
Project Summary
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Locating the Project Summary feature
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Locating the Project Views feature
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Settings
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FormSense
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Locating the FormSense feature
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FAQs
Grant Access
Questions to ask yourself
Locating the Grant Access feature
How to Grant Access to users
FAQs
Integration Guides
Integration Guide 001: How to configure a Web Adapter – ArcGIS Implementation
Integration Guide 002: How to configure Electric Power Research Institute’s (EPRI) DRIVE Connect software with PowerClerk
PowerClerk Video Guides
New User Video Guide
Setting up Business Days
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Edit Forms - Tutorial #1
Edit Forms - Tutorial #2
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PowerClerk Responsive Admin View

Document Templates

Generate documents based on project data to simplify communications and contracts.

Document Templates feature


Questions to ask yourself about Document Templates:

What electronic or paper documents are required in the process?

What kind of documents should be downloadable? Will require eSignatures?
Which Data Fields should be populated within my document?
Are there requirements to keep a paper copy of certain Forms?

Do my documents currently exist in a standard text editor format (like Word)?

Locating the Document Templates feature

Anyone in a Role with the Edit Document Templates privilege can add Document Templates by opening the PROGRAM DESIGN menu and clicking on Document Templates:

 

Locating the Document Templates feature

Figure 1: PROGRAM DESIGN >> Document Templates

 

How to define a new Template

To define a new Document Template, please click on the New Template Definition button and name your new template, for instance: “Interconnection Template”. You can also enter a brief description for your new template:

 

New Template Definition

Figure 2: New Template Definition


To upload the template, expand your new template definition (by clicking the green “+” icon) and select Upload New Template. This dialog lets you browse to your document template and upload it to PowerClerk:
 

Upload New Template

Figure 3: Upload New Template


Please note: the Document Template feature allows you to define Data Field references within your template. This way you can populate project data within your template and pre-format your documents with required information. See below an example of a Word document, where the header section is populated with a range of Data Fields used within that program, inserted in with the proper Data Field curly brace tags. Within your Forms you can generate the finalized document and offer it for download to your installer or customer, keep as an internal copy and/or send for eSignature.

 

Sample template

Figure 4: Sample Document Template

 
You also have the option to append the Project Number to a generated document template. This improves the quality of life for admins who are managing multiple projects and documents and need to have a unique identifier tied to their documents:
 

Sample template

Figure 5: Append Project Number option

 

Feature Reference

Document Templates

PowerClerk offers document generation functionality. Generated documents may be defined to be available conditionally based on application data, similar to electronic attachments.

This functionality allows the administrator to upload document templates (as shown in Figure 6), which can be dynamically populated with information, similar to communication templates. It is common for an application process to require a live agreement document to be signed. Live documents typically must be populated with information that has already been entered into the application, such as name, address and equipment type. Rather than have the applicant enter duplicate data, PowerClerk will generate documents using the data already entered by the applicant to streamline the process and reduce the risk of error through double data entry.

 

Document Template Upload

Figure 6: Document Template Upload


Specific documents are generated by replacing tags in a document template with data from the application.

For instance, a document template might contain the following:

“Customer’s Generating Facility is located at {address:Host Customer}.”


The generated document would fill in the tags with application data and would appear in the form:

“Customer’s Generating Facility is located at 123 Any Street, Napa, CA 94558.”


Document templates must be uploaded to PowerClerk in .docx format, the Office Open XML standard supported in Microsoft Word (2007 and later), SoftMaker Office 2010 and LibreOffice. Generated documents are output in industry-standard PDF format.
 

eSignatures

PowerClerk supports integrated eSignatures via secure integration to DocuSign (www.docusign.com). The administrator can configure which document templates can be signed electronically, and who the signatories are for each document, as shown in Figure 7:

 

eSignatures Configuration

Figure 7: eSignatures Configuration


Signature routing takes place via email to ensure that all signatories (i.e., applicants, administrators, inspectors, outside lawyers, etc.), regardless of PowerClerk access, can electronically sign documents associated with a PowerClerk application as needed. Signatories are routed to a secure DocuSign webpage from their email client (as shown in Figure 8) to review each document and apply eSignatures:

 

eSignatures in DocuSign

Figure 8: eSignatures in DocuSign

 
After signing, the fully executed document uploads to PowerClerk automatically, where it’s available for the applicant to download if a copy is required.
 
Please note: The default expiration period for DocuSign envelope notification emails is after 5 clicks or 48 hours, and this configuration setting is not editable. Please visit DocuSign’s support article titled “Do envelope notification emails expire” to learn more about how and when DocuSign envelope notification emails expire.
 

DocuSign template tags

When setting up an Attachment form element you will be given the option to configure a section called “Generate/Sign Document”. Within this section you can configure if an eSignature is required, or optional. You can then define a signatory as shown below for signatory “Applicant”. Please use existing data fields to populate first name, last name, and email address, which is passed on to the DocuSign process so the eSign request emailed to the signatory can be properly formatted:

 

Configuring a signatory

Figure 10a: Configuring a signatory

 

Please note: The label in above screenshot shown as “Applicant” *must match* the signatory DocuSign tag portion as shown in the following example of specific DocuSign template tags, which will allow you to control positioning of eSignature elements:

  • {signatory Sign}: Place this tag within your Document Template to position the signatory’s signature.
  • {signatory Initial}: You can use this tag to designate where initials should be placed.
  • {signatory Date}: Use this tag to position the eSign date.

Commonly these three DocuSign tags are placed into a Document Template using a white font color to completely blend into the background and become invisible to the applicant signing this document. This also means that if you are trying to change a Document Template, you can identify potential DocuSign tags by highlighting the entire document to make them appear:

 

Invisible DocuSign tags

Figure 10b: Invisible DocuSign tags

 

Please note: Avoid breaking these DocuSign template tags into multiple-lines as this may hinder proper placement of signatures or initials when the Document Template is parsed within DocuSign. Reducing the font size *will not* affect the actual size of the placed initials, so even though the DocuSign signatory template tags may appear very small when configuring the Document Template, the actual initials will be proper-sized and correctly placed in the respective area.
 
Besides the DocuSign signatory tags ({signatory Sign}, {signatory Initial, {signatory Date}}) you can also use the following specific DocuSign tags:

  • {signatory Text}: Adding DocuSign Text tags allow you to capture additional user input during the DocuSign, which you can further process within PowerClerk by mapping these tags with the Manage Template Tags page outlined in the next section. You can enumerate additional text tags by adding a number e.g. {signatory Text 1}, {signatory Text 2}, {signatory Text 3}, etc.
  • {signatory Sensitive}: By using DocuSign’s Sensitive tag the tag value will become obfuscated after the signer has entered the sensitive data.

 

Mapping eSignature tags

Configure eSignature Document Templates via the Manage Template Tags page to pull data entered during the eSignature process into the chosen PowerClerk data fields:
 

Manage Template Tags

Figure 11a: Manage Template Tags

 
When new Document Templates are uploaded to your program, PowerClerk will detect signatory tags.
 
The Manage Template Tags page provides you the ability to map signatory tags to PowerClerk data fields. Once the eSignature process is complete, all data entered by signers into signatory tags that are mapped to a PowerClerk data field will be copied to the configured fields.
 
Optionally, select a required format for data that the signer will be asked to enter during the signature process, e.g. to capture Social Security Numbers in Sensitive Data Fields within PowerClerk:
 

Manage Template Tags

Figure 11b: Manage Template Tags

 
DocuSign Date, Text, and Sensitive tags are mappable while the Sign and Initial tags cannot be mapped to a PowerClerk Data Field.
 
PLEASE NOTE: The Manage Template Tags page will only show signatory tags after you re-upload a Template Document for an existing Template Definition or upload a template for a new Template Definition.
 

Automation triggers for eSignatures

There are three dedicated eSignature triggers for Automations when selecting a Form as the triggering element:

  • All Form eSignatures are complete – this will trigger once all parties have signed the document
  • One Form eSignature has failed – this will trigger when any eSignature fails (e.g., email delivery issue)
  • Any signatory has eSigned an envelope, waiting for others – this will trigger every time one of the signatory signs unless they are the last, in which case the scenario would be “All Form eSignatures are complete”
  •  

    eSignature Trigger

    Figure 12: eSignature Trigger

     
     

Video Guides

Would a video guide help to better explain Document Templates? Contact us and let us know.
 
A full list of all Video Guides can also be found here.

FAQs

Q: For leased systems we have the lessor sign an interconnection agreement. Can we use the eSignature feature to email the agreement to the lessor without them having to create an account with PowerClerk?
A: PowerClerk's DocuSign integration (see the eSignatures section above) does not require the lessor to have a PowerClerk account. The designated signatory data field configured to capture the lessor's email address serves to send out the eSignature request from PowerClerk, prompts the lessor to sign via DocuSign, and updates the eSignature status accordingly within PowerClerk upon completion.

Have additional questions? Contact us to nominate your FAQ and help others find answers to your own questions concerning this feature.

Create A Support Ticket

Not finding your answer here?  Submit a question to our support team at the PowerClerk Ticket System and leverage the PowerClerk team’s expertise.