What is an intake template?
An Intake Template is a workflow template designed for working with documents that originate outside of Precisely. It is commonly used when you receive a contract or other document from a counterparty and want to manage the approval, negotiation, and signing process within Precisely.
How does it differ from other workflow types?
| Workflow Type | Purpose |
|---|---|
| Draft & Sign | Create and manage documents created within Precisely |
| Intake | Upload external documents and manage them through approval, negotiation, and signing |
| Archiving | Upload externally signed documents directly to the Precisely archive |
How do I create an Intake template?
Admins and Managers can create an Intake Template by navigating to Workflow Templates and selecting New Template.
- Click New Template
- Select Intake Workflow
- Enter a title and description
- Click Create
Upload Slots
Upload slots define the documents that users will upload when drafting from the template.
To create an upload slot:
- Click New Upload Slot
- Enter a document title
- Click Create
For each upload slot, you can configure:
- Metadata
- Appendices
- Reminders
- Approval rules
- Default signees
- Archiving settings
- Other workflow settings
These settings will be applied to all documents uploaded to that slot.
Required Uploads
Optionally, you can mark an upload slot as Required in the document's settings menu.
When enabled:
- Users must upload a document before they can finish drafting the agreement.
- The Continue button remains disabled until all required upload slots contain a file.
Additional Template Settings
Intake Templates support the same workflow configuration options as other automated templates including approval, default signee, and archiving settings.
To learn more about Precisely's workflow template settings, see our guide here.
Converting Existing Templates
You can convert existing Draft & Sign or Archiving workflows into Intake workflows.
Important: If the template contains existing template documents, those documents will be removed during the conversion process. A warning message will be displayed before the change is applied.
How do I draft from an Intake Template?
- Click Upload from the Home page or the Draft & Sign page.
- Select Draft from Uploaded Document.
- Choose the Intake Template you want to use.
- On the drafting page, click Upload for the relevant upload slot and select your file.
- Preview or replace the uploaded document if needed.
- Click Continue to create the draft.
- Once the draft has been created, you can send the document for review, approvals, negotiation, and signing.
Note: The Draft from Uploaded Document option becomes available to users only when they have access to at least one Intake template in the organisation.
Editing Uploaded Documents
When uploading an external .docx file, users cannot directly edit or make any changes to the document in the Precisely platform.
However, it is possible to to make the uploaded file editable in Precisely by selecting Convert to editable format next to the document version in the project.
Important Note: Converting an uploaded file to a Precisely document may result in a loss of formatting not supported in our platform.
To make changes to the document without losing formatting, ensure that the changes are done in Word before importing the new version. 