Documents Generator

The Documents Generator feature allows institutions to automatically generate donation documents, rather than manually preparing and uploading them for each donation.

This article explains what the Documents Generator is, how it works, and what institutions should expect when preparing documents for embedded signing.

What is the Documents Generator?

The Documents Generator is a feature that institutions use to automatically generate donation-specific documents and send them out for signature. Our system autopopulates all the fields in the template document using information provided by the donor. Users are able to review the generated document and assign up to two signers from their institution before sending it out for signature.

The supported document types include:

• Loan Agreement
• Delivery Receipt
• Deed of Gift

This feature allows an institution to effortlessly and accurately generate donation documents.

Only documents that an institution has uploaded to Template Documents can be generated using the Documents Generator.

Why use the Documents Generator?

The Documents Generator helps institutions:

• Reduce time spent preparing donation documents
• Prevent errors or typos from manually entering information in donation documents
• Streamline signing experiences for donors and institutions using an embedded signing workflow
• Enhance donation documents with additional fields that can be manually entered when signing

How the Documents Generator works

The Documents Generator process follows these steps:

• Institution uploads a blank template document to Template Documents
• Museum Exchange assigns fields to autopopulate in the template and approves it for use
• Institution generates autopopulated donation documents from approved templates
• Institution reviews the generated document and assigns a signer or signers for the institution
• Institution approves the document and it is sent to the donor(s) to sign and then to the institution signer(s) to countersign

Generating Donation Documents

Institutions with an approved template can generate a donation document in Museum Exchange when the institution is ready to administer a donation document. An institution user can click “Generate & Send”, add any optional unique fields (i.e. object number, loan period, acceptance date, etc.), review the generated document, assign signers, and send for signature. Ensure all of the information added and the field mapping looks correct prior to sending a document.

Assigning signers

An institution user can assign up to two institution signers when generating or uploading a donation document. Signers do not need to have and do not need to create a Museum Exchange account in order to sign documents through the platform.

Manual upload option

If a template-based workflow is not appropriate for a specific donation, the institution may choose to upload a document manually instead. In this workflow, the institution must complete all donation-specific information such as donor name, donor address, artwork information, etc. before uploading it to the platform. The institution will be able to assign up to two signers. Manually uploaded documents will collect signatures on an attached signature page rather than embedded within the document.

Instances where an institution should opt for a manual upload:

• Donation includes a collection of more than 10 objects
• Donor requested specific language not on the institution’s standard template

Common Questions

How many signers can I assign for the institution?

Institutions can assign up to two signers.

Will signers without a Museum Exchange account be able to sign documents?

Signers do not need to have and do not need to create a Museum Exchange account in order to sign documents through the platform.