Various template settings require configuration in order for your questionnaire to work as intended and generated documents to appear as they should. This covers aspects such as the inclusion of a cover page and table of contents, the applicable house style, the document name format, standard designations for parties and requisite party details. Checking and adjusting these is the first thing you should do after creating a new template (and, if applicable, importing a Word document). The template settings can be accessed when the template has been opened in the Template Creation Tool.
Note: changes in the template settings as described below will not be automatically saved. Complete your configuration and then click Save.
TABLE OF CONTENTS
A. Template properties – basic
B. Template properties – advanced
C. Parties
D. Prompted party details
E. Workflows
F. Originals
G. Owners
A. TEMPLATE PROPERTIES – BASIC
For new templates, the pop-up Edit the template settings will automatically appear. This pop-up always opens on the first and most important subtab, Template properties. Directly after template creation, you should review at least the following fields.
Note: all of these settings will only affect the currently opened template.
1. If you need to manually open the pop-up, ensure the top level of the template (its name) is selected and then click Edit the template settings.
2. Confirm or customise the document title. By default, it mirrors the template name and is used in the name of any document generated with this template. The title can also be inserted directly into the document’s body text with a ‘tag’, which acts as a generic variable or placeholder.
3. Optionally, change the Author name or reference.
4. Optionally, choose a cover page for your generated documents. Leave blank if none is needed. For more information on cover pages, click here.
5. Tick Insert table of contents to automatically add a table of contents to any generated document. It will appear on a page preceding the body text (but after the cover page, if applicable).
6. Select the applicable culture. A few types of notation (dates and numbers) depend on this. It also determines which translation to use for ‘phrases’ (for more information on the latter, click here).
7. If you have inserted a template before or must finalise your first template (after you have completed the template outline and questionnaire), continue with section B below. Otherwise, skip to section C.
B. TEMPLATE PROPERTIES – ADVANCED
If you have inserted a template before, or have completed the steps under section A earlier and are in the process of finalising your template now, you may also want to consider reviewing the following settings.
1. House style will affect page headers and footers, as well as various other drafting aspects of a generated documents. For more information on headers and footers, click here; for more information on other aspects affected by the house style, click here.
2. Dot file will affect the overall appearance of a generated document. Specifically, a dot(x) file is a Microsoft Word template. It defines what font(s) to use, font size, numbering, paragraph indentation, and so on. There may be several Word templates on your Weagree Wizard portal, for example to differentiate between contracts and letters, or between different parts of your organisation. For more information, click here.
Note: if you are unsure which Word template you require, you can simply use your unfinished template to start a questionnaire, quickly generate a document (this can be done even without answering any questions) and check if the various paragraph styles look right. If not, try the same with a different Word template. Be aware that individual paragraphs may look ‘wrong’ because they haven’t yet been properly configured in the template. If need be, check if applying different styles ‘fixes’ them or not. If so, you have the right Word template.
3. Enable Q&A annex-by-annex to split schedules and annexes for the purpose of the questionnaire. By default, this is disabled and all questions within the attached schedules and annexes will be grouped together on a single questionnaire page. If there are only a handful such questions, that is usually fine. If there are a significant number of them (and especially if they concern disparate matters), however, it is better to enable this option. The questions will then be split into separate pages, based on which schedule or annex contains them.
4. Enable Show annexes in WYSIWYG to show the schedules and annexes in the WYSWIYG preview (‘underwater screen’) of the questionnaire. This is highly recommended if they contain any questions. If the schedules and annexes are all just static text, however, you may opt to leave this disabled.
5. You may customise the format used to name documents generated with this template. For a full explanation of this, click here.
6. You may customise the number, name or description of the current version of the template. This overrides any number assigned through the template versioning system. For more information, click here (see section B in particular).
C. PARTIES
The Parties subtab is used to preconfigure the maximum number of parties and their default designations.
1. Insert the maximum number of parties to any contract generated with this template. If this number is 6 or higher, you will have the option of using a lookup list for defining each party.
Note: this ‘maximum’ only relates to the number of parties enumerated in this subtab. It is possible to exceed this number in practice, but the additional parties will not have predefined characteristics as in this list.
2. Select the lookup list containing all the parties, if applicable. For more information, click here.
3. Insert the functional reference of each party (with a lookup list, this can be done automatically). This will be the default designation for that party in the questionnaire’s party picker and will usually be used throughout the document in place of the party’s actual name (e.g. Seller, Licensee, Distributor).
4. Optionally, select the applicable entity type. Ordinarily, this is best left blank as this may vary from party to party and this information can be automatically retrieved from the Weagree Wizard’s party database (CRM).
5. Select which CRM database (if any) must be used for storing and retrieving data of each party:
a. All party types lets the user freely choose between all databases, including any external ones linked to the Weagree Wizard (e.g. Salesforce).
b. Own party is used exclusively for your own organisation(‘s entities and persons).
c. Other party is used for all other entities and persons who may be party to any of your organisation’s contracts.
d. Not in party database may be selected if this party’s details should only be stored within a single contract entry. Unlike the above options, this means the user cannot select an existing party from any database: the party’s details (name, address, registration number, etc.) must always be manually entered.
6. Optionally, deselect Bypass contract properties. By default, when the end user selects a template, a new questionnaire will immediately open. When this option is disabled, the contract properties page will be opened first. This is primarily meant for managing access, files and internal messages about the contract. The contract properties can be accessed from the questionnaire as well, however. Moreover, once a document is generated, opening a contract entry again will direct the user to the contract properties instead of the questionnaire. Leaving Bypass contract properties enabled is therefore recommended.
D. PROMPTED PARTY DETAILS
When the questionnaire’s party picker is used to add a new person or entity to the party database, various details can be filled in, such as entity type, name, address and registration number (where applicable). These will be stored in discrete party fields. Which party fields will appear can be controlled on the Prompted party details subtab.
1. Select which party fields must appear.
2. Optionally, indicate which party fields must always be filled in.
Note: fields that have not been selected will of course remain available in the Weagree Wizard’s entity management, where they can be filled in at any time.
REMINDER: once you have finished the above configurations, click Save.
Once you have finished inserting the template, you may want to have a look at the last three subtabs: Workflows, Originals and Owners.
E. WORKFLOWS
Approval workflows used in the template will appear on the Workflows subtab. For more information, click here.
F. ORIGINALS
One or more versions of the original model contract can be uploaded and managed on the Originals subtab. The Originals subtab also enables the creation of ‘all options’ documents, converting the template (including all its variables) into a Word document. For more information, click here.
G. OWNERS
One or more users (preferably administrators) can be assigned responsibility for the template on the Owners subtab. They will receive alerts if end users leave feedback on the template and, if enabled, periodical template review tasks. For more information, click here.
