Documents

General

Working with documents in Newton is easy and flexible. It starts with a plan: The structure of Document Types. Newton offers the possibility to branch out into as many types as needed.

For example, a structure could look like this:

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Create new Document Types

To create a new document type, navigate to Configuration and Options in the left-hand navigation.

In the Document Type group, you can add a new document type, edit existing ones, and show a hierarchy (like the one above) by clicking on the button SHOW LIST.

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When adding a new document type, you can either add a new type or you can add a sub-option by editing an existing option like the ‘Corporate’ above, with the sub-type ‘Constitutional Documents’.

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The widget that appears when adding a new document type.

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Document Type Attributes

Attributes can be used further to describe the behaviour of documents of a particular type. For example, if they should contain a Due Date, for which data types they should be used, or if they are relevant for VAT. Here’s the complete list:

List of Attributes

List of Attributes

Attribute Name

Description

Example

has_expiration_date

Date of expiration. The responsible person (if set) will be notified prior to expiration.

2029-12-31

has_due_date

Due date. The responsible person (if set) will be notified before this date is reached.

2030-06-30

has_reference_month

If activated, documents will have a select box for a reference month (1-12).

has_reference_quarter

If activated, documents will have a select box for a reference quarter (1-4).

has_reference_year

If activated, documents will have a select box for a reference year, and can be filtered by it in the corresponding section.

2025

is_relevant_for_registration_no

If activated, a doc icon linking to the document(s) of the type will be displayed on the entity’s basic tab.

is_relevant_for_vat

If activated, a doc icon linking to the document(s) of the type will be displayed on the entity’s basic tab.

model

List of data points where this document type should be available. If empty, the type is visible for all data points.

Entity, Asset

responsible_contact_group

This determines to which Contact Groups a contact has to belong in order to be offered as a responsible person.

All active contacts

There are no rows in this table

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Document Templates

You can also create new documents from document templates. Those can contain data from Newton, depending on the data point.

Basics

Document templates serve as the foundation for generating customised documents. Essentially, a template is a Microsoft Word file containing placeholders that allow data from Newton to be seamlessly integrated into the text. The output is a fully formatted MS Word document.

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How to create a Document Template?

Let’s assume we want to create a template that contains a list of shareholders of the actual entity, to be signed by the actual director(s).

Start with a new Word Document. You can use a blank one or from a (Word) template including company logos, etc.

Enter all the text you want to see in the document. Wherever you want to see data from NEWTON, you can use a variable. The format is:

You can also use loops for lists and other formatting. Newton uses the Jinja syntax. A complete documentation can be found

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The list of variable names provided by Newton is documented

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Now, save the file and upload it to Newton under Tools > Document Templates. That's it.

You can download this sample template here:

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Entity - List of Shareholders.docx

23.1 kB

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Working with Documents in Newton

How to generate a Document from a Template?

You can generate a document wherever you find the document upload dialogue. For example, on the Entity’s Documents tab.

Step-by-step

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The result (using the template above) would look like this:

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Uploading Documents

Like generating a document, you can upload an existing document wherever you find the document upload dialogue.

Sharing Documents

With the appropriate right to view documents, you can share them with other Newton users or anyone by sharing a link to the corresponding document. Additionally, you can add an expiration date that applies to external users to limit access.

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