Using and organising standard text phrases

Besides global building blocks and contract clauses, definitions and schedules and annexes, the Weagree Wizard includes a library of standard text phrases. These are tags that may be used to easily insert certain words, phrases, or even full sentences not only into your template, but also into question, the headers and footers, the cover page and document name. Each phrase may include one or more translations. Which translation is inserted will depend on the culture selected for any given Weagree template. This makes it easy to reuse (global) building blocks, contract clauses and questions for multiple translations of a template. Here, you will find instructions on how to use and organise phrases.

 

A. ORGANISING PHRASES
Just like other Weagree library components, you may freely add, edit or delete standard text phrases.

1. Open the Template Creation Tool. Ensure that the advanced-functionalities button in the top-right corner is switched on.

2. Click Organise (or translate) phrases and reusable sentences.

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3. To define a new phrase, click Add new phrase and then insert a phrase code (the text used as part of the tag: a phrase code “country of incorporation” would result in the phrase tag “[Phrase.country of incorporation]”). Click Save.

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Note: the phrase code may, but does not need to exactly match any of the phrase’s translations. This would be impractical if you want to use a phrase tag for a complete sentence, for example. Keep in mind that after creating a new phrase, you will still have to insert translations for each applicable language. See below.

 

4. Once a phrase has been created, it is possible to modify both the phrase code and the various translations.

a. Click Edit phrase.

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b. Adjust the phrase code if necessary.
Note: be careful when changing the phrase code. Because this will affect the phrase tag, but existing instances of that tag in templates and so forth will not automatically be changed as well, those tags will become non-functional. You will have to manually correct or replace those tags.
c. Click Edit translation to add or modify a translation for the language in question.
d. Click Remove to delete the translation (the language will of course remain available).
e. Click Save once you are satisfied with your changes.

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For instructions on organising the various languages, see section G below.

 

B. INSERTING A PHRASE INTO YOUR TEMPLATE
Phrases work like any other tag, in that the Weagree Wizard replaces them with something else when going through a questionnaire or generating a document. They are most useful for automating translations. When directly inserting them into templates, it is therefore typically most practical to add them to global building blocks or contract clauses as you can simultaneously use these in multiple template.

1. Locate the intended (global) building block or contract clause. Ensure that the advanced-functionalities button in the top-right corner is switched on.

2. Select the text to be replaced (if any).

3. Click Insert a phrase.

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4. Select the desired phrase.

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5. Apply whatever formatting is required (in this case, bold text and all-caps).

6. Click Save the changes made (or press Ctrl+S).

 

C. INSERTING A PHRASE INTO A QUESTION (ANSWER)
Phrases can also be used in questions, or even in the answer options of choice questions. The principle is exactly the same as for using phrase tags in your template’s text, described above, except of course that this will only affect the questionnaire itself and not the WYSIWYG view or document you will generate. As such, phrases will mainly be useful in this context for global questions: the phrase may contain the entire question, which would appear in the appropriate language depending on the template’s settings (more on that in section F below). However, it requires that you either manually type out or copy and paste the phrase tag into the question or answer option.

1. Look up the desired phrase via Organise (or translate) phrases and reusable sentences (see steps 1 and 2 of section B above). Select and copy the phrase tag (e.g. [Phrase.Exclusivity question] or [Phrase.Non-exclusive]).

2. Create a new (global) question and paste the phrase tag into the Question field or the Answer field of the intended answer option. For more information on creating questions, see the Q&A creation – basics section of this knowledge base.

3. Save your settings.

 

D. INSERTING A PHRASE INTO HEADERS OR FOOTERS
More generally, you may want to use certain phrases in your documents’ headers or footers. This will ensure that certain standard text will always appear in the language matching that of the actual document. Just like inserting a phrase tag into your template’s text, you can simply select one from a list – no manual typing or copying and pasting required – in the house style editor. For a complete explanation on editing headers or footers, click here.

1. On the Administrator page, under Contract automation / Contract house styles, open the house style that needs editing.

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2. Select the correct tab (cover page, table of contents, body of the contract, or schedules and annexes) and click on the pen icon of the appropriate header or footer.

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3. Click on the magnifier icon.

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4. Select a phrase.

Note: the list will begin with several hardcoded tags that are not part of the list of custom, editable phrases, such as [documenttitle] and [currentdate].

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5. Click Save.

 

E. INSERTING A PHRASE INTO A COVER PAGE
As with headers and footers, certain phrases may be particularly appropriate for cover pages. The process of inserting a phrase tag into a cover page is identical to inserting into a template’s text. You can find and edit (or create) your cover page on the Administrator page under Contract automation / Contract house styles / Contract cover pages. For more information on cover pages, click here.

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F. CONFIGURING YOUR TEMPLATE’S CULTURE
As previously mentioned, which of a phrase’s translations is actually used in a particular document is determined by the template’s culture settings. You may change these at any time, but ordinarily you will need to do so no more than once.

1. Open your template. If the pop-up Edit the template settings does not appear, click Edit the template settings.

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2. Select the culture matching the required language.

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3. Click Save.

Note: you may also change the document name format from this screen. As with headers and footers, both various default hardcoded tags and custom phrases are available via the magnifier icon.

 

G. ORGANISING LANGUAGES AND CULTURES
Languages and cultures may also be added, edited or (if you find some to be redundant) removed.

1. Open the Template Creation Tool. Ensure that the advanced-functionalities button in the top-right corner is switched on.

2. Click Organise internationality (language and date-format).

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3. You should always have matching languages and cultures. First, configure the language.

a. Click Add new language to select a language from a dropdown menu, add a description that will be used in the Weagree Wizard (e.g. English (UK)) and indicate whether this should be the default language or not. Click Save.
b. Change the aforementioned settings via Edit language.
c. Click Remove to delete a language.
Note: you may re-add a deleted language, but there is no undo-functionality. Be sure there are no templates left using a particular language (culture) before removing it.

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4. After your language is configured, you may define its culture.

a. Click Add new culture, enter a description (e.g. English (UK)), select the previously configured language from the dropdown menu and the specific language region if applicable (e.g. United Kingdom), and finally insert the correct date format (d for day, MMMM for month and yyyy for year). Click Save.
b. Change the aforementioned settings via Edit culture.
c. Click Remove to delete a culture.
Note: as with languages, a culture may be re-added, but there is no undo-functionality. Be sure there are no templates left using a particular culture before removing it.

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