Step 3 – Create Document

Selecting a Document

To Start Up

The Navigation toolbar should be visible on the screen. 

Ø    Click the Corporate Manager bar on the Navigation toolbar or press the Corporate Documents bar.

Ø    Click the Create Documents and Resolutions icon to open the form.

The Create Documents and Resolutions form appears with a list of document categories to select from.  Click the Plus (+) sign to the left of a category to expand it until you locate the title of the document you want to create.

For a detailed description of each item on the Resolutions form, go to the User’s Guide in this Help file and open the Resolutions folder.

The Resolutions Form

Company names are listed in tabs across the top of the form.

Ø    Select the company the document is being created for. 

This is an important step because the name of the company is entered into the document and completed documents are stored by company name. 

Document titles are arranged in an expandable outline.

Ø    Click the plus (+) sign in front of a folder icon to open the category.

Example of Locating a Document
If we need a director resolution for adopting a cafeteria benefits plan for employees:

We could look under Director Resolutions, but this is a pretty long list.

We could also look under Employee Benefits where the title Adopt Cafeteria Plan of Benefits can be quickly located. 

The title is listed in both places and may be listed in other places as well to make it easier to find titles.

Color Coded Document Key
The document is coded with a colored dot in front of the document title to easily identify the type of document.  A key to the color code is in the top right corner of the form.

Key to Corporate Documents:  The Corporate Manager documents are categorized in several ways.  They are organized in a tree diagram to make it easier to find the documents and they're color coded to help you identify the document type. 

Director Resolutions:  A director resolution is the documentation of a board of directors decision. 

Shareholder Resolution:  Shareholders elect members of the board of directors and authorize the directors to create policies and procedures for the corporation and there may be other issues that require a vote of the shareholders.  These decisions are documented with a shareholder resolution

Corporate Notices:  It is a basic requirement that both directors and shareholders be given notification of upcoming meetings. 

Report:  There are a few reports listed in the Corporate Manager tree diagram such as a list of shareholders attending a certain meeting, recommendation of the president for insurance benefits, etc.  For the most part reports are listed in the main menu of each database form.  Avery address labels are also accessible from the main menu of the Corporate Profile and Personnel forms.

Corporate Documents:  There are many documents besides resolutions important to managing a corporation.  For example the directors many decide that it is in the best interest of the corporation to grant stock options to officers.  There needs to be a resolution documenting that decision but there also needs to be stock option agreements that are provided to officers.  Stock option agreements are the type of documents included in the category of Corporate Documents

Operational Document:  Operational documents don't relate to corporation documentation but are needed in the daily operation of a business.  These include employee non-compete agreements, non-disclosure agreements, offers of employment, and rejection letters. 

LLC & Joint Venture: Most corporate documents can also be used for limited liability companies, joint ventures, or other forms of business ownership.  There are a few documents specific to these types of businesses including a Joint Venture Agreement.  This is the type of document that is included in this category.

Once a title is found

Ø    Select the title and press the ‘Create Document’ button to the right of the list.

You can preview the document by selecting the title and pressing the ‘Preview Document’ button that appears when a title is selected

You can add a Notary Statement, a Corporate Seal, or a Letterhead to the document you are about to create by clicking a checkbox before pressing the Create Document button.   You can also replace the default notary statement, corporate seal, or letterhead with your own using the import functions under the File menu of the Create Documents & Resolutions form.  The default options apply to all companies but imported items apply only to the selected company.  A different item can be imported for each company in the company tabs.

Once the document is selected:

Ø    Press the Create Document button to start the questionnaire for the selected document.

If you want to close the form and not create a document:

Ø    Press the close box (the red box with an X) at the top right of the form.

The form closes.