With Precisely, you can automate and streamline your contract creation process by using automated templates. Create your template in our online contract creator and generate quality-assured contracts in a matter of minutes! And it, of course, works with all contracts.
Step 1: Create template
Click Templates in the top menu to reach the template overview. Once there, click the green New template button to the top left and select whether you'd like to start from scratch by clicking the Create blank button, by using an existing template as a starting point by clicking From template or by using an existing document; Import Word file. Enter the title and description of the template and choose access policy (or in other words, who gets to access the template), then click the blue Create button to create the template.
Step 1.1: Add documents
In case you haven't created the template from an existing template, or by importing a .docx, you need to add your template document. To add a document to a template simply:
- Click the green New document button,
- Click Create and enter the title of your document,
- Click the blue Create button.
Pro tip: By clicking the document options button (the three dots) on the right side of the document in the template view (accessed by clicking Templates in the top menu), you’re able to quickly create a new project from the template or copy it to another organization. You can also delete a template from here.
PS. You can also add appendices to a document in a template which will appear each time a document is generated from it. Learn more about appendices here.
Step 2: Create and insert questions and references
Once the document is added and created, enter the document by clicking the Edit button in the template overview and choose what parts to make variable. These are the parts of the template that change from contract to contract. For instance, name, date or value of the contract.
Create questions, either in the contract creator or directly in the template overview, that will be asked when running the template. Such as “What is the subject of disclosure?” or “What is the name of the company who serves as our counterparty?”. Each question will have a certain id—a reference—that's inserted into the document.
Now, it’s time to insert references in the document. This is done by either clicking References in the contract creator’s top menu or by inserting a reference from the sidebar menu with the green Add reference button (the “+” symbol).
The output of the reference will be what the person running the template has answered. For instance, the reference name of the question “What is the subject of disclosure?” could be disclosure_subject. Wherever you want the subject of disclosure to appear in the contract, you insert the reference named disclosure_subject. Simple as that!
Pro tip: There are a few types of answers to choose from, out of which some are more suitable for certain questions than others:
- Short text – the answer is a short free text answer.
- Long text – the answer is a long free text answer.
- Numeric – the answer is numeric (and the answers can thus only be inserted as numbers). For a non-disclosure agreement, a question using a numeric answer could be “What shall the penalty amount to in case of material breach?”.
- Date – the answer is a date. For an employee agreement, a question using a date answer could be “What is the start date of the employment?”.
- Multiple choice – if the answer can be predefined, you can use multiple choice answers. When running the template, the user can only choose from the predefined answers to the question.
- Multiple clause – if there are multiple clause alternatives to choose from, you can use the multiple clause option. For instance, if there are different versions of non-compete clauses that you want the user running the template to choose between. This option is especially helpful for advanced users, who can review the clause options and their meaning in a diligent way.
After a multiple clause is added, click the Add clause button to add clauses as needed. Then, click the Edit button (the pencil) next to the clause to bring up the clause editor, which is where you create and edit the clause’s content. When you've finished editing the clause, click the blue Save button.
Screenshot of a multiple clause question from the end-user point of view, when running the template through the self-service questionnaire.
Pro tip #2: Questions can be made conditional by ticking the Make this question conditional box in the question editing view. For instance, a non-disclosure agreement might have a conditional question of what the penalty should amount to in the case of material breach. By making this question conditional, it could be shown, or not, depending on what the answer to a previous question is. Such as “Shall a penalty clause be included in the contract in case of material breach?”.
Step 3: Make certain clauses conditional.
Shall the secrecy clause only apply to certain colleagues? Shall the exclusivity of the distribution agreement be optional? Depending on what the answer is when running the template, certain clauses will show up in the final contract – and certain will not. The same logic applies to conditional clauses as it does to conditional questions as described above.
Choose what clauses to make conditional and highlight them. Then click on the New conditional button (the branching icon) and choose what rules should apply. E.g. that the clause shall appear only if the answer of Q1 is Yes.
Step 4: Create pages for themed questions
If you have multiple questions of the same theme, you can sort the questions using pages to improve the experience of the user running the template. For instance, the questions of a non-disclosure agreement could be sorted by disclosure subject, parties and disputes & penalty.
Creating pages is done in a few simple steps:
- In the template’s specific overview, click the New page button, located beneath your questions,
- Select the order of which you wish to insert the page, give the page a title (optional) and click the blue Create button.
Vóila! You just created a page.
From here on, sorting the questions and arranging the pages is really simple. Just drag and drop questions and pages until you have your desired order.
This is how pages are visualized for users running the template through the self-service questionnaire. In the example above, questions relating to parties are grouped.
Step 5: Add preparations and rules for approvals
Next, you can add preparations for the user to check off before running the template. Simply click the New preparation button and enter the preparation text. You can, of course, add as many preparations as you find suitable.
Also, in case you apply certain processes and rules for approval internally, here's where you can add who, or which group of people, is/are authorized to approve of a contract before it’s sent for electronic signing.
- Click Manage approvers in the template overview, select approvers and click the blue Save button. Then, activate the Require approval switch to turn on approvals. It turns blue when activated and grey when deactivated.
- In case contracts generated from the template require approval by all of the approvers you selected in the first step, switch the Require approval by all approvers switch to active as well.
PS. Every approver will automatically receive notifications to their registered email. Also, all contracts or projects that require attestation will appear in the dashboard.
Step 6: Add default signees
If you have members of your team who are responsible for signing certain types of contracts—such as your CEO, your board of directors or heads of departments—you can add them as default signees to your template. When added as a default signee, they'll automatically be added as signee to contracts generated from that template.
Adding a default signee is really simple. In the template overview, just click the Add default signees button. Then fill out the information and click the blue Create button.
You're ready to go! Create quality-assured contracts in just a matter of minutes (if not seconds) by simply answering a few questions!