Creating a Template
In this section we’ll review how you can turn a formatted document into a reusable template. We’ll break it down into the seven easy steps we can take to create a template.From your templates page click the create button on the far right and select create template from the dropdown. This will then take you into the create template flow.
- Title: You’ll be prompted to provide a title. Once that’s complete click next.
- Upload Document: Next upload the document you’ve edited. If you’d like to add multiple documents please upload them all now. If you haven’t edited your documents learn how to do so in our Format Documents section. Once uploaded, click Next.
- Define Agreement Variables: If you’ve properly highlighted the terms in your document a pop up should appear listing all your highlighted terms. Feel free to assign each one as a Term, Party or Date. Custom Dates are only available to users with Memberships SME CLM or higher. Once each term has been assigned click next.
- Agreement Parties: On the parties screen, you’ll be able to define how your party and counterparty should be represented in the agreement. You’ll be automatically added as the first party to the agreement where you can configure what you label should be in the agreement (this should match any terms you defined as parties in the first step), if you’re required to sign, if you’d like a default representative or if an approver is required to review any agreements generated from this template.
Additionally, you’ll be able to configure your counterparty as well. Because this is a template you likely won’t have a specific counterparty in mind when you configure this section so feel free to leave the Name and Representative fields blank until you generate an agreement. Once those are set feel free to click next. 5. Agreement Terms: From this screen, you should see all the fields you highlighted (ex. Services, Monthly Service Fee, Service Term) as terms during the “Define Agreement Variables” step. Any terms you see with a red exclamation icon on the right side: means they need to be formatted. If you click on any of the terms it should reveal a form that looks like this:
This form allows you to configure each term within the agreement. You can define the type (text, number or boolean), who should populate it, and the visibility. Additionally, you can provide default values as well, which can be populated in the values fields. The bottom two checkboxes are to help increase the experience of your counterparty. If you would like to frame the field they need to fill out as a question you can check the “Would you like to frame this as a question?” box and provide the question in the field that reveals itself. Additionally, if you would like your counterparty to have a predefined list of options to select from you can click the Define Responses box and provide options in the input provided. You’ll be able to click next and move onto dates once all your terms with red caution triangles turn to green check marks.
- Agreement Dates: From here you can head over to our agreement dates screen and start defining some dates. Here you can set your Effective and Expiration Date or if your membership is SME CLM or above you can add renewals and custom dates as well.
- Effective Date: By default this is set to being effective on signing. If you’d like to always set a fixed day to start the agreement check the option to No on the far right reveal the date picker. You don’t need to select a specific date now, but when you turn this template into an agreement you’ll have to.
- Expiration Date: Similarly we can set an expiration date. If turned to yes, we’ll have the option to select if the expiration date should be relative or fixed. In either case as long as you turn it on you can define the expiration date when you create an agreement.
- Renewals: If your agreement needs a renewal turn the toggle on and provide the relevant context to your renewal. You’ll need to add who should have the option to renew, how long the renewal is, and when should the designated parties be able to trigger the renewal.
- Custom Dates: Lastly if you have any additional custom dates you will find them on the bottom of this page. For any custom dates you’ll need to provide a title, if it is not pulled from your prose, determine if it should be relative or fixed, if it should repat and then define when that specific date should occur.
- Agreement Events: Lastly, we can add any notifications or obligations to our agreement. Again this is a premium feature for anyone above the SME CLM membership tier. There are two types of events we can add: Notifications and Obligations. Notifications are events within the agreement that are triggered by a date whereas an obligation requires one of our parties to trigger them in order for them to happen. To get started, it is suggested to add a reminder to understand the basics of our events library. To do so, you’ll click the “Add notification” button which should reveal a form. We can provide a name - such as Reminder of expiration. Next we’ll select our Trigger date. This is the date within our agreement that we’d like to anchor our reminder to so that we can either be notified before or after it occurs. Feel free to select Expiration Date for this example. Then we can schedule exactly when our reminder should be sent in our “When it should happen field”, for this demo set it to X days before expiration date, meaning we’ll receive this reminder a X before expiration. Once our trigger is set up all we need to do is decide what should happen. We have two options, trigger an action or send a message. Triggering an action will require setting up some integrations so we’ll skip that for the moment, but by default we’ll be able to send a message via our email server. Once you select send a message you can decide who should receive the message as well as what the body of the message should say. When that’s all set feel free to add any additional reminders you’d like at this time and click next when you’re all set.
- Review Documents and Publish: Now that you’re all set we can review the documents associated with our template and a summary of everything we just defined. In order to publish you’ll need to click through every tab on the summary page and review that all the content looks appropriate. You have the option to update any of the content panels by clicking on the Edit button on the top right side. Once everything is reviewed and you have green check marks next to the documents and summary panel you can click publish Template. If you’d like to spend more time refining your template before publishing feel free to save it as a draft as well.