Template Documents

Template Documents

Template Documents allow institutions to automatically generate donation documents, rather than manually preparing and uploading them for each donation.

This article explains what Template Documents is, how it works, and what institutions should expect when uploading documents.

What are Template Documents?

Template Documents is where institutions can upload and manage blank versions of the standard donation documents that they use to process donations. Once an institution uploads a template document to their Template Documents and it has been approved by our team, they can use the Documents Generator feature to automatically generate donation-specific documents.

The supported document types include:

• Loan Agreement
• Delivery Receipt
• Deed of Gift

How to upload a template document

Template documents are uploaded and managed in account settings. Account settings can be accessed by clicking on the user’s initials in the top right corner of the Museum Exchange interface.

Follow the below guidelines when preparing your templates for upload:

• Leave all fields to be autopopulated blank.
• Include field names/descriptors beside or below fields.
• Include two donor signature lines or one extended donor signature line to accommodate up to two signers.
• Include a single date field (avoid the format “\_\_ day of \_\_\_\_”).
• Provide space for the donor’s address without lines.
• Append two blank letterhead pages to the end of each template to accommodate up to 10 artworks.

What happens after you upload a template document

After a template document has been uploaded, our team reviews the document to ensure that all the required fields are included. We then assign the fields to be autopopulated when using the Documents Generator feature. This inserts information provided by the donor into the template document.

Fields that can be assigned are listed below for each document type. If an institution uses fields that are not listed below, our team will assign a customizable field in its place so the donor can complete those fields manually when signing. Not all fields listed below need to be used.

Loan Agreement:

• donor name
• donor address
• contact email
• contact phone
• loan number
• loan period
• object(s) information (artist name, artwork title, year, medium, dimensions, edition)
• object(s) number
• object(s) insurance value

Delivery Receipt:

• arrival date
• donor name
• donor address
• loan number
• object(s) information (artist name, artwork title, year, medium, dimensions, edition)
• object(s) number
• shipper
• signature fields

Deed of Gift:

• acceptance date
• donor name
• donor address
• credit line
• object(s) information (artist name, artwork title, year, medium, dimensions, edition)
• object(s) numbers

Common Questions

Why isn’t a template document that I uploaded approved for use?

Our team reviews each template document and assigns fields to be autopopulated. Please allow up to two business days before proceeding to generate documents for donations.

What if I need to update an uploaded template document with a new version?

Uploaded documents can be removed at any time and new versions can be uploaded. Please do this sparingly as our team will need to reassign all the fields to be autopopulated.

What if I need to use a customized document for a one-off case?

For the cases where a customized document is needed (such as to include specific language requested by the donor), you have the option to manually prepare and upload a pre-filled document to be sent out for signature.