Subscription process: generating and reviewing documents

Overview

Rather than writing a separate document for every shareholder and every transaction, you associate each transaction with an existing template. Templates hold the wording; placeholders hold whatever changes from one transaction to the next.

The platform injects the transaction's data into the template to produce a unique, signable document. That avoids repeatedly copying the same information into multiple documents, and it reduces the risk of inconsistencies between the transaction data and the legal documentation.

That last point is the real one. The document and the cap table are generated from the same data, so they cannot silently disagree — provided nobody breaks the link by editing one of them (see the rule at the end).

What you'll learn

• How templates and transactions combine into a document

• How to read the generation statuses

• What to do when generation reports missing variables

• Why to fix wrong values at source rather than in the document

Before you start

Transactions must be configured and marked Ready (A8.5). Document generation draws on transaction data, so incomplete transactions produce incomplete documents.

Your templates must already exist on the project. Templates are set up separately (A2.5); this lesson consumes them.

Steps

1. From the project Dashboard, open the process under Active Operations. On the Subscription Dashboard, go to Prepare Documents.

2. Add a document, then choose the template for the transactions concerned. Match the template to the transaction type — for a transfer, an ODM (ordre de mouvement).

3. Confirm. Generation starts automatically for each document and each transaction.

4. Watch the status against each document: None, In Progress, Completed or Error.

5. When generation completes, open each generated document and read it. Check that the injected values are what you expect — names, share counts, amounts, dates.

6. If something is wrong, the document can be updated, regenerated, or replaced with a revised version before it enters the signature process.

7. Once reviewed, the documents are ready for signature setup (A8.7).

When generation reports missing variables

The most common interruption, and the product is unusually helpful about it.

A Missing Variables dialog appears asking for the specific values the template needed and could not find — typically the transaction number, the transaction date, and for transfers the transferor and beneficiary account numbers. Fill them in, save, and generate again.

If the fields are already filled and it still fails, the product tells you where to look, and this is the sentence to remember:

"If the information below is already filled in and the generation fails with the 'Missing variables' error, it means that other variables are required in previous steps (shareholder KYC, transaction configuration, payment)."

In other words: the missing data is upstream, not on this screen. Check the shareholder's KYC, the transaction's configuration, and the payment details.

The rule: fix at source

If an injected value is wrong, correct the source and regenerate — the transaction, or the shareholder's record.

Do not edit or replace the generated document to paper over data that is wrong upstream. The cap table will still carry the original value, and the document and the register will then tell different stories. That is a worse problem than the one you started with, and it is the shortcut most likely to be taken under time pressure.

What good looks like

Every document shows Completed, and opening each one shows correct injected values. Nothing has been sent to any signer — documents exist and have been reviewed, which is precisely the state signature setup expects.

Common problems

Status shows Error. Generation failed outright rather than lacking a value. Regenerate; if it recurs, the template itself is the likely cause.

The document is generated but a value is wrong. Correct the source, then regenerate. See the rule above.

You are unsure which template to use. Match the template to the transaction type. An ODM is for transfers, because that is what an ODM is.

Generation is slow with many transactions. Generation runs per document per transaction. Let it finish before moving on.

Related

• A2.5 — Document templates · preparing the templates this consumes

• A8.5 — Subscription process: reviewing before you commit · the transaction data being injected

• A8.7 — Subscription process: defining signers · the next stage

• A5.7 — The registry: tracing a transaction to its signed document · why document and register must agree