How do I convert Word files into Precisely templates?

Learn more about smart template conversion and how to quickly import your Word files as automated templates

To be able to fully manage your contracts in Precisely, you first need to create automated templates. This can include several steps, such as

  • creating a template document
  • creating questions and references, and connecting them to variable parts of the contract
  • creating formulas to automatically calculate values
  • setting up approvals, preparation checklists, and default signees
  • automating metadata and reminders

👉 CLICK HERE to learn more about template creation and automation

 

When creating a new template document, you can either

  • create a blank document
  • copy an existing Precisely template
  • import a Word file (.docx) of your old contract or contract template

Screenshot 2022-06-10 at 15.46.33

Precisely's smart template conversion

If you import a Word file (.docx), your variable parts of a contract can be automatically converted into Precisely references.

How it works?

Before importing, make sure to mark all variable parts of a contract using [square_brackets].

Example (in .docx)

This Sales Agreement (the “Agreement”) is entered into [effective_date] (the “Effective Date”), by and between Demo Group Ltd., with an address of Demo Street 1, 41100 Gothenburg, Sweden (the “Seller”) and [counterparty_name], with an address of [counterparty_address], (the “Buyer”), collectively “the Parties.”

 

Once imported, your [text_in_square_brackets] will be automatically changed into Precisely reference with the same name.

Example (in Precisely)

Screenshot 2022-06-10 at 16.14.33

 

Since the reference is associated with a question, the question with the same wording will also be automatically created.

Screenshot 2022-06-10 at 16.26.03

a picture of an automatically created question + reference using the same naming as in the [square_brackets].

 

💡PRO TIP: For the smoothest contract drafting experience later on, it is good to rename "effective date" into e.g. "What is the effective date of the agreement?"

 

Supported types of answers

Unless specified otherwise, all converted [square_brackets] will be a "Short text" type of answer.

Besides short text answers, we support dates and numeric types of answers during the smart template conversion.

For different answer types, make sure to use the following format:

name in .docx reference name in Precisely type of answer
[counterparty_name] counterparty_name short text
[counterparty_name::text]  counterparty_name short text
[product_price::numeric] product_price numeric
[effective_date::date] effective_date date

Keep in mind that the type of answer cannot be edited after the question has been created. If you'd like to change the type of question, you need to delete and re-create the question+reference.

 

Supported format

In order for the conversion to work, the references in [square_brackets] must be written using the supported format and characters.

 

✅ You can use:

  • letters from any alphabet, both [UPPERCASE] and [lowercase]
  • numbers (Note! the first character cannot be a number)
  • underscore to [easily_separate_words]

 

❌ You cannot use:

  • spaces between words [not going to work]
  • special characters (except for the underscore)

 

If your reference appears more than once in a Word document, it will be recognized as one and the same reference. Please note that the references must be written identically.

  • Example: [Counterparty_name], [counterparty_name] and [CounterpartyName] are treated as three different references.

 

P.S: When importing .docx files, please note that some formatting might be lost! Therefore, we always recommend checking your imported templates and adjusting them if needed.