How to create automated templates to scale your business

Table of Contents:

1. What are automated templates?
2. How to create automated templates
3. Creating automated templates on Contractbook
4. What are the benefits of automated templates?
5. Getting started

Repeating the same tasks over and over again can be the bane of good time management. You are probably familiar with the rule ‘Do not reinvent the wheel.’ When we find ourselves with repetitive tasks, it is time to create automated templates. 

Top businesses understand this. It's no wonder most are employing contract automation to improve their efficiency, productivity, and customer relations. More so, contract templates play a pivotal role in eliminating inevitable human errors in automating contract processes.

In this blog, we will guide you through the steps, which will give you a quick overview of how to automate your job. First, we will look at an automated template and why you need it. And then, we’ll show you how to create an automated template. 

What are automated templates?

An automated template is a legally written document that serves as a pillar for building other contracts. The template typically bears the primary parts of the legal agreement and various smart fields where the user inputs variable contract information.

For example, in a non-disclosure-agreement template, most of the terms and conditions for both parties are likely to be the same. But variable information like the counterparty's name, the information to be kept confidential, and the due date would require editing.

If you use automatic templates, you'd be able to fill in these variable details quickly and get a complete, legally-binding agreement. This method is way more efficient than drafting the document from scratch or manually editing an existing document. And there's more you can do with auto templates.

How to create automated templates

First, you need to find an excellent contract automation platform. 

Once you've found one, the next step is to determine who will handle it. There are several options to explore. Your software supplier could help you manage the automated system. Alternatively, you can teach your team members to use the software (this approach is the best for long-term value).

It's important to find an automation tool with a great user experience that integrates with different contract management software. Fortunately, Contractbook is an excellent solution. But you don't have to take our word for it. Here's what one of our customers said after using our software:

We have a great overview of all our documents. Our team has easy access to all the right templates, we can follow our contracts through their lifecycle, and it's easy to see what is the next step in the process. - Mads Vieth (CFO, Viggo)

You can also check out G2's review of Contractbook. 

Creating automated templates on Contractbook

The following steps will guide you on how to build a contract template from scratch using Contractbook.

Step 1: The template automation process begins with adding a company logo. To do this, you have to select the default logo button and choose the correct logo from your system files. 

Step 2: Next, add content to your template. You can do this from an existing document by copying its content and pasting it in between the two pre-created boxes: parties and signature fields. But if you wish to build from scratch, you can just write between the two boxes.

If you have formatted your content wrong, you can remove and paste it in the editor again, and you can achieve this by right-clicking and selecting the 'Paste without formatting' option or 'Paste and match.' 

Step 3: You can explore multiple formatting options while filling your template with content. These options include font styles and font sizes, bold and italics, text alignment, image importation, tables, checkboxes, and lots more.

You can not rule out the fine art of formatting when creating a contract template. The reason is simple. It helps to pull off effective and attractive documents. Excellent formatting showcases the peculiarities of different parts of your text and helps your readers to understand your message better.

Step 4: Here, you add editable fields to your template so you can use them repeatedly. To add editable fields, use your cursor to highlight the text you want to make editable. Then select the editable field icon.

Step 5: Two fields will appear: Name and Default Value. The 'Name' describes the purpose of the field so it should be unique. For example, the counterparty's name. 'Default Value' is the content that will appear in the editable field. It could be a text, number, or date, so you have to specify.

Step 6: Add any attachment you'll like to have on the template by clicking on the 'Upload attachment option.'

Step 7: Place your cursor in the ‘Message to recipient’ textbox to insert a custom message you'll like the recipient to see. 

Step 8: Use the ‘Document language' option at the bottom of the template to set your preferred language. Then there's an 'Add drafts to shared folder' option for people who use shared folders.

Document language refers to all the documents and resources created from the template. It includes the language used for the names of fields such as an address, full name, and many others. 

All the recipients of the contract templates will be able to see the document language. They will also be able to see the template even in 'preview mode.' 

There are sixty languages to select from. Plus, you can change the document language at the bottom of the template. However, if you do not want the language to apply to a specific template, it would help to press the right-hand menu.

Step 9: Finally, click on save changes to complete the template.

What are the benefits of automated templates?

Many companies are now embracing AI software to automate templates. But why are they spending money on this technology? Here are a few reasons.

Faster contract creation

While traditional contract creation and management systems like Microsoft Word and shared drives involve arduous hours, automation can speed up the process by 20-90 percent. You won't have to rely on exhausting 'find and replace' features to make adjustments while creating a new contract. Neither will you have to wait several days for a client's signature to complete the contract.

Seamless collaboration

Besides easing up the contract creation process, automated templates allow legal teams to work together on a contract anywhere. Using conventional systems, the team member who drafted the document would have to send the completed draft via email to the colleague in charge of reviews. But using an automated template, authorized users can easily contribute to the document on a central system.

Minimize errors

Automated templates remove the inconvenience of having duplicates everywhere in your system, especially when many contributors are involved. Its text processing system detects and flags grammatical errors that even the keenest eyes would miss.

Improve customer experience

Given the nature of a lawyer's training and expertise, spending hours every day on document creation and review is not the best use of their time. If they don't have to include this time-consuming task in their schedule, they'd be able to spend more of their time counseling clients and developing novel approaches to resolve their problems. 

Getting started

Contractbook features an extensive library of contract templates including business contracts, non-disclosure agreements, commercial lease agreement, data processing agreement, product supply agreement, among many others. 

If you find automated templates interesting, you are not alone. Book a meeting today to talk about your automation potential. We'll be glad to assist you.