In this article, you will find a quick guide to start automating (and a video at the end). If you want more information about automating a document, visit our collection "automating a template" here.
Go to the TEMPLATES page and click on the "+Add new template" icon to create a new template.
Select the relevant profile you wish for the template to be created in (only the users in this profile will be able to see the template if you made it public).
After filling in the Template details and parties to the contract, click "upload" button, as shown in the image below, to import your existing Microsoft Word "Docx" template into Avvoka. It is important that you do not import a “.doc” version of the document as these older files are not compatible with the system.
Once the import is completed, click "Save" to save the creation of your new template. Or alternatively, if you wish to create a template from scratch (not import one from Docx) then simply click "Save" after typing in all Template details.
"upload" button:
To start automating the template, click on the "Document" tab in the left-hand bar of the Template settings tab after you have imported your word doc template to access it or to create a template from scratch.
To create input fields in the Template, highlight the text with your cursor that you wish to become an input field and then click the Placeholder icon in the toolbar. A question with the label of the relevant highlighted text will appear in the "Questionnaire" tab, the answer to this question will replace the highlighted text in the template. You can read a more detailed explanation about placeholders here.
Copy and paste the highlighted yellow text elsewhere in the template if you wish to create the same input field in other locations within the template.
Each time a Placeholder or a new attribute for a Condition is created in the Template, it will generate a question in the Questionnaire. You can learn more about the Questionnaire here.
To create texts that only appear if certain conditions are met, start by highlighting the text with your cursor that you wish to only display in certain scenarios. Click on either the Block Condition or Inline Condition icons to create the conditions. You can read a more detailed explanation about conditions here (including the two types of conditions "block" and "in-line" conditions).
Clicking on either the Block or Inline Condition icons will load the “Condition Builder” below:
The Condition Builder is separated into three distinct parts, allowing users to assemble a Boolean expression:
A) Attribute dropdown (orange highlighted box): This is the anchor point for the condition and it forms the base element that the logic is applied to. You can call the attribute anything you wish, or you can select from your list of already created Placeholders. For example, if you have a Placeholder called “Company Name” you could use that as the base attribute. A logic expression applied to Company Name could be “Company Name equals Tesco”. In this example, the text in the Condition would appear if Tesco was entered into the question for Company Name
You are not limited to attributes that are pre-existing Placeholders, you can create any new attribute that you wish. For example, “Security” if you wish to create a Condition that certain text only appears if “Security equals Yes”
B) Method dropdown (blue highlighted box): This dropdown displays the list of methods that can occur in relation to the relevant attribute. An example of a method includes “equals, present or contains etc”
C) Value (green highlighted box): This area is used to assign what value needs to be present for the condition to be satisfied (so that the relevant text in the Block or Inline Condition appears).
In the “Company Name” example, the value would be “Tesco”. You can create any value you wish
Example: In a Loan Agreement, if you want to make sure only certain text appears in the document if the lender is taking security over the borrower’s assets, you would assign the “Attribute” as “Security”, the method as “equals” and the value would be “Yes”. The system will create a corresponding item in the questionnaire where you can create a question related to the taking of security. E.g. “Is Security being granted by the Borrower in connection with the loan?”. If the answer to that question is yes, all the text within the “Security” Condition will appear in the contract.
7. Here you can review more information about how to create and customise the questionnaire.
Below is a short video that shows you:
How to create placeholders and conditions.
Updating the Questionnaire.
Testing the automation on live demo. Read more about live demo here.