Note: Only Template Managers can create a template.
There are two types of templates that can be created.
Dynamic Template (Template with Contract Generation Form)
Template Manager needs to create a Contract Generation Form with a file so that other users can fill it out and automatically generate contracts in Lexagle to send to a room or to download the document.
Only .docx files can be used to create a dynamic template.
Static Template (Template for Download)
Template Manager needs to upload a file to be downloaded as a template and used "as-is".
Only .docx and .pdf files can be used to create a dynamic template.
You can refer to this article to learn more about the file types and specifications.
To create templates, navigate to the Templates page from the left navigation bar.
Click on the New Template button in the top left corner of the Template Library.
In the Template Builder, enter the Template Details:
Enter the Template Name and select the Template Category.
You can select more than 1 template category or subcategory.
Enter a Description for the template.
Select the Template Type to be created:
Template with Contract Generation Form → Dynamic Template
Template for Download → Static Template
Click on the Next button to proceed with the next step once you have filled in all the information.
Dynamic Template (Template with Contract Generation Form)
To create a dynamic template, there are five steps to be completed:
1. Prepare File
Before uploading a dynamic template to the system, the Template Manager has to first properly identify and highlight the variables in the file (.docx) in Microsoft Word.
Variables are values that can change depending on information from the user when filling in the Contract Generation Form, or based on the conditions set by the Template Manager.
Clauses are a very specific provision in a legal agreement that relates to an important point of understanding between the parties engaged in the contract. It dictates certain conditions under which the parties agree to act during the term of the contract.
Alternate Clauses are identified when there is a choice between two or more possible clauses to apply in the generated contract depending on information from the user when filling in the Contract Generation Form.
Optional Clauses are identified when a clause could possibly be excluded from the generated contract depending on information from the user when filling in the Contract Generation Form.
General Guidelines For Highlighting Variables
Note: The following guidelines do not apply to clause (turquoise) variables.
Important Variables
To identify a variable to be replaced by the user when filling up the Contract Generation Form, highlight the variable in Yellow.
To identify an alternate or optional clause, highlight the variable in Turquoise.
Each highlighted bullet point, numbering, or paragraph will be identified as a clause.
Other Variables
These variables will be replaced when the contract is generated by the user.
To identify a variable as the Template Name, highlight the variable in Pink.
To identify a variable as the Template Version, highlight the variable in Grey (25%).
To identify a variable as the Template Published Date, highlight the variable in Bright Green.
Once the variables and clauses are highlighted in the file, the file is ready to be uploaded.
2. Upload File
Drag and drop or click to browse the prepared file to be used as a template and click on the Upload button.
After you have uploaded the file, you will see a preview of the file.
If you wish to change the template file, you can click on the Reupload button.
Note: Only .docx extension files that are 6MB or smaller in size can be uploaded.
After the file is uploaded, you can either continue to the next step or save the template.
Saving the template creates a draft version that is modifiable and unpublished, which is only visible to the Template Manager. A template can only have 1 draft version at a time.
You can save and come back to edit the template later.
Click on the Next button if you would like to continue to the next step.
3. Configure Clause Groups
The purpose of Step 3 is to group paragraphs/clauses that belong together.
Clause Groups are groups of related clauses. They can be alternate clauses (a selection between two or more variations) or optional clauses (can be omitted from the document).
Alternate Clause (Example)
If Option A is chosen, only clause 3.1 will appear in the generated contract and vice versa. Option B's clause 3.2 will not appear.
Optional Clause (Example)
By default, No will be the option. If Yes is toggled, clause (i) will appear in the generated contract.
To create a clause group:
On the left, you will see all the clauses previously highlighted in turquoise ordered by their appearance in the document.
On the right, click on + Add Clause Group to create a clause group.
Select the type of clause group to create: Alternate or Optional
Enter the Clause Description
Alternate Clause
Enter a description for each of the options.
Drag and drop the relevant clauses (can be more than one) into the relevant option field.
Click on the Save button in the clause group once you are done.
Optional Clause
Drag and drop the relevant clauses (can be more than one) into the field.
Click on the Save button in the clause group once you are done.
After you have configured the clause groups, you can either continue to the next step or save the template.
Saving the template creates a draft version that is modifiable and unpublished, which is only visible to the Template Manager. A template can only have 1 draft version at a time.
You can save and come back to edit the template later.
Click on the Next button if you would like to continue to the next step.
4. Define Contract Generation Form Fields
The purpose of Step 4 is to be able to customize the yellow variables and the clause fields (if any) that were made based on your configuration in Step 3, and label them to guide users when they are filling up the form.
All the variables, alternate clauses, and optional clauses will appear here as form fields, separated by their document page. Clause fields will be listed first, then variable fields.
For each alternate or optional clause field (highlighted in turquoise):
You can enter a Label or Question For User. This is shown as the field title when they are filling in the field. (Optional)
If this is blank, the Clause Description will be shown instead.
You can enter a Help Text for the field, to give users more guidance about the field they are filling in. (Optional)
If this is blank, no help text will be shown.
Tip: Try to write something that will be easily understood by the user filling in the Contract Generation Form!
For each variable (highlighted in yellow):
You can enter a Label or Question For User. This is shown as the field title when they are filling in the field. (Optional)
If this is blank, the Clause Description will be shown instead.
You can enter a Help Text for the field, to give users more guidance about the field they are filling in. (Optional)
If this is blank, no help text will be shown.
Tip: Try to write something that will be easily understood by the user filling in the Contract Generation Form!
For each question, select the type of Format:
For each selected format, there are additional fields:
If this variable is repeated across the document and will be the same value as another variable:
Tick the Same value as existing field checkbox.
Select the variable to link to.
If this variable is optional for user to fill in, tick the Optional checkbox.
If you wish to create a custom field that is not highlighted as a variable or clause, you can scroll all the way to the end of the document and click on the + Add button in the Add Custom Fields section.
Our template builder & template generator supports the addition of images & pages when generating & building templates. You can easily add company logos, or add addendums to the templates you generate on Lexagle!
It also supports tables, so you can easily label table headers and add table row records as needed – making speeding through your line items a breeze.
After you have defined the contract generation form fields, you can either continue to the next step or save the template.
Saving the template creates a draft version that is modifiable and unpublished, which is only visible to the Template Manager. A template can only have 1 draft version at a time.
You can save and come back to edit the template later.
Click on the Next button if you would like to continue to the next step.
5. Organize & Preview Contract Generation Form
The purpose of Step 5 is to be able to organize the contract generation form that the users will see when generating the contract that will guide them.
You will see a preview of how the contract generation form fields will be displayed, and the order of each field.
The fields in this form are what the users will see and fill in when generating the template. Fields can also be logically grouped into sections (that are also clickable as navigation) in the form.
To logically group fields under a section:
Hover on a field where you want to create the section above and click the Add Section (+) button.
Set the name for the section and click on the Apply button.
To change the sequence of a field:
Hover on a field or section and hold the Move button.
Drag and drop the field to your desired placement.
You can also add conditional logic to a field to dictate the expected value of a field based on the value of another field.
To add logic to a field, click on the View Logic button.
Click on the + New Logic button to create a record.
A logic record has the following components:
Condition - rules that must be met to dictate the result
Add Condition - used when there is more than 1 condition field
Add If Else - used when there are multiple conditions and results
Add Else - used to define a default result if condition doesn't apply
Result
Let's go through different types of scenarios and the logic setup.
Sample Scenario: All managers receive a salary of $8K (SGD).
Your logic setup will look like this:
Sample Scenario: All managers who are under the Business Department receive a salary of $8K.
Your logic setup will look like this with the Add Condition:
Sample Scenario: All managers receive a salary of $8K and all CEOs receive a salary of $100K.
Your logic setup will look like this with the Add If Else:
Sample Scenario: All managers receive a salary of $8K and all other employees receive a salary of $4K.
Your logic setup will look like this with the Add Else:
After you have organised the contract generation form, you can choose to either Save or Publish the template.
Saving the template creates a draft version that is modifiable and unpublished, which is only visible to the Template Manager. A template can only have 1 draft version at a time.
You can save and come back to edit the template later.
Publishing the template allows it to be available and visible to all users in your company. A template can only have 1 published version at a time.
Static Template (Template for Download)
To create a static template, drag and drop or click to browse the prepared file to be used as a template and click on the Upload button.
After you have uploaded the file, you will see a preview of the file.
If you wish to change the template file, you can click on the Reupload button.
Note: Only .pdf and .docx extension files that are 6MB or smaller in size can be uploaded.
After you have uploaded the file, you can choose to either Save or Publish the template.
Saving the template creates a draft version that is modifiable and unpublished, which is only visible to the Template Manager. A template can only have 1 draft version at a time.
You can save and come back to edit the template later.
Publishing the template allows it to be available and visible to all users in your company. A template can only have 1 published version at a time.