A template is like a ready-made document with placeholders. The placeholders are shown as tags, for example [[company name]] or [[date]]. When we open the template under a client, those placeholders get replaced with the real information. So instead of writing everything from scratch, the system will just fill in the blanks. The templates can then used for multiple times for different clients.
For example, when you open a template, you might see this line: “.. the appointed Director for [[COMPANY NAME]] ..“.
However, when you open it through a client (Go to Clients > ABC Maju Sdn. Bhd. > Templates), the same line will be “.. the appointed Director for ABC Maju Sdn. Bhd…“.
Users can then download the completed template as PDF. With this templating system, Cosec and assistant can use a single template for multiple clients.
Templates & Business Plan
Templates are grouped under “business plans” and clients who are subscribed to a plan will have access to those templates under that plan. More information can be read in the section managing Business Plans.
Template Type
The templates are grouped based on which user created them and also to limit editing access. Templates fall into three levels;
- System: Created by ACE system.
- Master: Created and manageable by the Firm.
- Common: Created and manageable by the Cosec.
Users can only edit templates which were created by themselves and grouped according to their level. However they can view other templates from other groups. If they wish to use the same template, first they need to duplicate the template and it will be copied to their level, where they can then edit it.
For example, if a Cosec duplicate a System Template then that template will be placed in the “Common” level. This will then allow the Cosec to make changes to it.
All templates owned by a Firm, is available to all Cosecs registered under that firm. The SYSTEM templates are available for everyone.
Templates Syntax
When you view these templates from the main menu, placeholders are used in place of actual values. These placeholders are called tags and must follow a strict syntax, whereby a piece of text are sandwiched with the opening and closing square brackets. Below is the example of a tag;
[[something]]For example, the shortcode [[COMPANY NAME]] will be replaced by the actual company name when they are saved as PDF.
With the release of our new editor in late May, when a new tag is inserted it will be in this format {[COMPANY NAME]}. This is a limitation of the editor engine that we are using however, it is still accepted. When the template is saved, it will be replaced to the normal tag [[COMPANY NAME]]. When you re-edit the template you will notice that it has been replaced.
When typing the tag manually, either style is accepted but we do advise our users to stick with [[XXX]].
Types of Shortcodes
There are 2 types of shortcodes, the fixed shortcodes and manual shortcodes.
Fixed Shortcodes
Fixed shortcodes will be replaced by values from the database and cannot be modified. To make any changes to the information, the values within the system must be updated (for example changing Company’s Name).
| Shortcodes | Replacement Values |
| [[COMPANY NAME]] | Client name / company name |
| [[REGISTRATION NO]] | Client company registration number. |
| [[OLD REGISTRATION NO]] | Client old company registration number. |
| [[FINANCIAL YEAR ENDED]] | Financial Year-end date of the client. |
| [[INCORPORATION DATE]] | Enter the company’s date of incorporation. |
| [[FINANCIAL YEAR]] | Financial Year-end of the client. |
| [[CALENDAR YEAR]] | Current calendar year. |
| [[DATE TODAY]] | Current date. |
| [[COSEC]] | Client’s current COSEC name. The following are also accepted; [[COMSEC]] [[COSEC NAME]] |
| [[COSEC MYKAD]] [[COSEC NRIC]] [[COSEC POSTCODE]] [[COSEC TOWN]] [[COSEC STATE]] [[COSEC ADDRESS]] [[COSEC PHONE]] [[COSEC EMAIL]] [[COSEC SECRETARY NUMBER]] [[COSEC SECRETARY NO.]] [[COSEC SECRETARY NO]] [[COSEC PRACTICING NUMBER]] [[COSEC PRACTICING NO.]] [[COSEC PRACTICING NO]] | Specific details of the Cosec can be plucked out and displayed using these tags. Some are just aliases, meaning different tags but display the same thing for example [[COSEC SECRETARY NUMBER]] and [[COSEC SECRETARY NO.]] display the same item. |
| [[AUDITOR]] | Client’s current auditor’s name |
| [[AUDITOR FIRM NO]] | Client’s current auditor’s number. |
| [[REGISTERED ADDRESS]] | Client’s registered address. |
| [[BUSINESS ADDRESS]] | Client’s business address. |
| [[MEMBERS]] | List of client’s members/shareholders, consisting of names, total shares and section for signatures. |
| [[MEMBERS NOSIGN]] | Same as above tag but without the section for signatures. This tag cannot be used together with the above tag. |
| [[DIRECTORS]] | List of client’s directors, consisting of names and a section for signatures. This tag is used in the “Request For Signatures” flow and will not be shown on previews. |
| [[DIRECTORS LIST]] | List of client’s directors with a simple list view consisting of names and a blank section for them to place their signature manually. This is to meant to be used for forms that needs to be printed. |
| [[DIRECTORS LIST 2]] | List of client’s directors with a placeholder for signature above the names. |
| [[DIRECTORS LIST TABLE]] | List of client’s directors with a simple list view consisting of names and their respective Mykad. |
| [[SELECT DIR1 NAME]] | This code will allow the Cosec to choose which director’s name to be published in specific section of the template. To display the second director, use the shortcode [[SELECT DIR2 NAME]]. When the template is being previewed, the Cosec will be presented with a drop-down to choose which Director to be used for which shortcode. |
| [[SELECT DIR1 MYKAD]] | Exactly the same as above but instead of the name, this is a placeholder for the director’s Mykad. The tag [[SELECT DIR1 NRIC]] is also accepted. For second director, you may use [[SELECT DIR2 MYKAD]] |
| [[SELECT DIR1 EMAIL]] [[SELECT DIR1 GENDER]] [[SELECT DIR1 NATIONALITY]] [[SELECT DIR1 RESIDENTIAL ADDRESS]] [[SELECT DIR1 SERVICE ADDRESS]] | Display the selected director’s specific detail. |
| [[PAGE BREAK]] | Force a new page when the document is saved as a PDF or when printed. Take note that when a template is viewed under “preview”, this will be hidden. |
| [[COMPANY BUSINESS NATURE]] | The stated business nature of the client company. |
| [[COMPANY MSIC CODE]] | The MSIC Code for the company’s industry. |
| [[COMPANY PHONE]] | The company’s contact phone number. |
| [[COMPANY EMAIL]] | The company’s email address. |
| [[COMPANY CITY]] [[COMPANY POSTCODE]] [[COMPANY STATE]] | Specific details of the company’s registered address. |
| [[REGNO BOXED]] [[REGNO BOXED SPACE]] | Displays a formatted list containing all active secretaries and their SSM cert numbers. |
| [[COSEC PROF TYPE]] [[COSEC PROFESSIONAL LICENSE]] | The professional body code of the COSEC (e.g., MAICSA, MIA). |
| [[COSEC SIGNATURE]] | Generates a signature block for the COSEC. |
| [[COSEC PRACTISING NUMBER]] [[COSEC PRACTISING NO.]] [[COSEC PRACTISING NO]] | Same as the “PRACTICING” tags but supporting the UK spelling. |
| [[AUDITOR NAME]] | Client’s current auditor’s name. This functions exactly the same as the [[AUDITOR]] tag. |
| [[AUDITOR NUMBER]] [[AUDITOR NO.]] | Client’s current auditor’s number. |
| [[AUDITOR ADDRESS]] | The current auditor’s address. |
| [[AUDITOR APPOINTED DATE]] | The date the current auditor was appointed. |
| [[AUDITOR SIGNATURE]] | Generates a signature block for the auditor. |
| [[MEMBERS SHARES]] [[MEMBERS SHARES WITH CERT]] | List of client’s members/shareholders, similar to [[MEMBERS]] but also indicates their respective share quantities./ with or without cert |
| [[SHAREHOLDERS]] | Same as the [[MEMBERS]] tag. |
| [[SHAREHOLDERS DATE-TIME]] | Shareholders list with date and time markers next to them. |
| [[SHARE TRANSFER]] | Generates a complete share transfer table. |
| [[DIRECTORS DATE-TIME]] | Directors list with date and time markers next to them. |
| [[DIRECTORS SPECIMEN SIGNATURE]] | Generates a table specifically for director specimen signatures. |
| [[SPACE]] | Renders a 15cm x 10cm empty block. Usually used to leave space for physical stamps or seals. |
| [[POST DATE]] | Will be automatically pasted with the current day’s date. Helpful for indexing post dates. |
| [[ENTER YOUR_TEXT_HERE]] | Creates a manual input field during template generation. For example, [[ENTER VEHICLE MODEL]] will prompt the user to manually type the vehicle model before the document is generated. |
| [[STRIKE START]] option 1 | option 2 [[STRIKE END]] | Generates a block of piped options. The user will be prompted to select one of the options, and the unselected options will be automatically crossed out with a strikethrough. |
| [[PERSON NAME 1]] | A dynamic tag system that fetches any field for a Person, Director, or Shareholder by index number. For example, you could also use [[DIRECTOR RESIDENTIAL ADDRESS 2]] or [[SHAREHOLDER MYKAD 1]]. |
Manual tags
Manual shortcodes meanwhile requires the cosec to manually enter the information to be used in the document just before downloading as PDF. For example, user can enter the date the document should use. The tags for manual will start with the string ENTER. In this example the syntax will be [[ENTER DATE VALUE]].
Another example, in a share transfer form, to allow for transferor name to be manually entered in the template, enter the following [[ENTER TRANSFEROR NAME]].
Before the document is generated, the user will be prompted “Enter Date Value”, in which the value entered will be pasted in the document.
To leave the tag’s answer as blank, enter a double minus characters like so —