Returning back to the “Settings” menu, you will be able to populate the Template details and the Party and Representative details.
The Template details field at the top of the Settings tab on the left allows you to label certain basic fields in relation to the Template:
This field is used to indicate the name of the Template that will be displayed in the template list
This field can be used to assign distinguishing features to the Template (e.g. the year or whether certain provisions are included)
The draft option allows users to test your templating without having to update each Template as a new version and it will add ‘Draft’ to each of the documents generated from this Template. It is important to ensure that no legal documents are created from the Template until you are satisfied that your Template is correct
You can select a folder to keep the document in. This is option, if you do not select a folder the template will be included in your general templates list
Private templates will only be visible to you, and not to others on the profile.
Parties and Representatives must be assigned to each Template, you can populate this information under the “Parties” tab. These concepts are used by the system to understand what user groupings there will be on a document generated from the relevant Template. At least one Party and Representative must be setup on the Template before saving the Template and users must set different names for Parties and Representatives.
The “Parties” section is located directly below the “Template details” section in the Settings tab. By default the first party will be “Party A”, you can add more parties by clicking the plus tab on the top right corner.
At the top of the Parties tab you can change the name of each type of Party to the document. For example, on a loan agreement, one Party might be the Borrower and the other, the “Lender”. Please note this Party field is used to assign a generic label or grouping on the relevant Template and shouldn’t be used to add the actual names of a legal Party to the Template.
In the “Role” field, enter the name of the type of user that is to have a role on the document generated from the Template. An example of a Representative might be a director or a lawyer or an authorised signatory. Note that additional roles will be added via associated Workflows.
Under ‘Sign rights’ select the signature rights for the member of the party.
The user is allowed to sign the document on behalf of a Party
Sign and witness
The user must sign the document in the presence of a witness
The user is not allowed to sign the document on behalf of a party
In the “Invite Rights” field, select whether the user is a Document Admin, Party Admin, or if they have view only rights.
The user is allowed to add participants to any Party
The user is allowed to add participants to their own Party
The user is not allowed to add any participants to any Party
Under “Edit Rights”, select the edit rights for each role.
The user is able to do all of the below and has the authority to edit the text of the document
The user can answer the questionnaire, view the document and leave comments
The user can answer the associated questionnaire and can view the document
The user can only view the document and does not possess any editing rights
You will see a field called “Author”, that must be ticked. “Author” tells the system which Party users assigned to your Profile represent when generating documents. The primary use of this function is to help choose which questions are shown to users that create documents on this system (as questions are assigned to individual Parties).
If you select “Controller” the user is allowed to publish document drafts and accept or reject amendments from any Party, however if they are not a Controller they cannot publish drafts nor accept or reject amendments from either Party.
The final field “Workflow Usage” indicates how often that Role is used in any Workflows in the Template.