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Document Templates & Generation ​

Create reusable document templates and generate personalized, formatted documents for clients with automatic data population.

Overview ​

The document template system allows you to:

  • ✅ Upload Word templates with variable placeholders
  • ✅ Auto-extract client data (name, address, etc.)
  • ✅ Generate browser preview + downloadable DOCX
  • ✅ Update variables and regenerate instantly
  • ✅ Track document status through lifecycle

Creating a Template ​

Step 1: Prepare Your Word Document ​

  1. Open Microsoft Word
  2. Create your document with standard formatting
  3. Add variables using double curly braces syntax

Example:

ENGAGEMENT AGREEMENT

Date: {{currentDate}}

This agreement is between {{clientName}} ("Client") and
{{lead_attorney}} ("Attorney") for legal services.

Fee: {{fee}}
Retainer: {{retainerFee}}

Client Signature: {{clientSignature}}
Date: {{signatureDate}}

Variable Naming Rules:

  • Use double curly braces: {{variableName}}
  • Keep names simple (no dots): {{lead_attorney}} ✅
  • Avoid: {{lead.attorney}} ❌
  • Use camelCase or snake_case
  • No spaces or special characters

Step 2: Upload Template ​

  1. Navigate to Templates in the sidebar
  2. Click "Upload Template" (top right)
  3. Select your .docx file
  4. Optional: Enter custom name and description
  5. Select category (or keep auto-detected)
  6. Click "Upload Template"

The system will:

  • Store your original DOCX with formatting preserved
  • Extract all automatically
  • Create an HTML preview
  • Show you the list of variables found

Step 3: Review Template ​

After upload, you'll see:

  • Template name and category
  • Number of variables found
  • List of all variables
  • Preview of the template

Pre-Filled Variables ​

When generating documents, these variables are auto-filled:

Client Information ​

  • {{clientName}} or {{clientFullName}} - Full name
  • {{clientFirstName}} - First name
  • {{clientLastName}} - Last name
  • {{clientAddress}} - Street address
  • {{clientCity}}, {{clientState}}, {{clientZipCode}}
  • {{clientEmail}}, {{clientPhone}}

Spouse Information (if applicable) ​

  • {{spouseName}} - Spouse full name
  • {{spouseFirstName}}, {{spouseLastName}}

Matter/Service Information ​

  • {{serviceName}} - Service catalog name
  • {{matterName}} - Matter title

Auto-Generated Dates ​

  • {{currentDate}} - Today's date (formatted: "January 5, 2026")
  • {{today}} - Same as currentDate
  • {{signatureDate}} - Today's date

Placeholders (for manual entry) ​

  • {{fee}} - Default: "$[To be determined]"
  • {{retainerFee}} - Default: "$[To be determined]"
  • {{hourlyRate}} - Default: "$[To be determined]"
  • {{clientSignature}} - Default: "[Signature Required]"

Generating Documents ​

Method 1: From Templates Page ​

  1. Go to Templates in sidebar
  2. Find your template
  3. Click "Generate Document"
  4. Select client from dropdown
  5. Optional: Link to a matter
  6. Enter document title (or use default)
  7. Click "Generate Document"

Method 2: From Client Profile ​

  1. Open client's profile
  2. Go to Documents tab
  3. Click "Generate from Template"
  4. Select template
  5. Template generates automatically

Method 3: From Matter Detail ​

  1. Open a matter
  2. Go to Documents section
  3. Click "Generate Document"
  4. Select template
  5. Document auto-links to matter

Working with Generated Documents ​

Document Detail Page ​

After generation, you'll see:

Top Section:

  • Document title and description
  • Status dropdown (change DRAFT → SENT → SIGNED → COMPLETED)
  • Download DOCX button (when available)

Document Information Card (Collapsible):

  • Created date
  • Current status
  • Sent/viewed/signed dates

Fill Required Information Card:

  • Shows all template variables
  • Pre-filled values displayed
  • Edit any values as needed
  • Click "Update Document" to save changes

HTML Preview:

  • Browser view of the document
  • Shows all filled values
  • Updates when you save variables

Updating Variables ​

  1. Open the document detail page
  2. Expand "Fill Required Information" card
  3. Edit any variable values
  4. Click "Update Document"
  5. Both HTML preview and DOCX regenerate automatically

What Gets Updated:

  • HTML preview (instant)
  • DOCX file (regenerated with new values)
  • Download always gives latest version

Changing Document Status ​

Use the status dropdown in the top-right corner:

DRAFT → Document being prepared SENT → Client notified, awaiting action VIEWED → Client has opened it SIGNED → Client signed electronically COMPLETED → Process complete

Downloading Documents ​

DOCX Download ​

  1. Open document detail page
  2. Click "Download DOCX" button
  3. File downloads as document-title.docx

The downloaded file:

  • ✅ Preserves ALL Word formatting
  • ✅ Contains filled-in values
  • ✅ Ready for printing
  • ✅ Ready for signing
  • ✅ Ready for notarization

Use Cases:

  • Print for physical signing
  • Email to client
  • Upload to document management system
  • Prepare for notary

HTML Preview ​

The in-browser preview is useful for:

  • Quick review of content
  • Checking variable values
  • Sharing screen during client calls

Note: For official documents, always use the DOCX version which preserves formatting.

Electronic Signatures (Coming Soon) ​

Future enhancement will allow clients to:

  1. Open document in portal
  2. Review content
  3. Draw signature on canvas
  4. Submit signature
  5. Document status updates to SIGNED

Document Workflow ​

Typical Workflow ​

1. Upload Template (one-time setup)
   ↓
2. Generate Document for Client
   ↓
3. Fill/Update Variables as needed
   ↓
4. Review HTML Preview
   ↓
5. Change Status to SENT
   ↓
6. Download DOCX
   ↓
7. Send to Client (email, portal, etc.)
   ↓
8. Client Signs
   ↓
9. Update Status to SIGNED
   ↓
10. Change to COMPLETED

Best Practices ​

Template Design ​

✅ DO:

  • Use clear, descriptive variable names
  • Test templates with sample data before using
  • Keep variable names simple (no dots)
  • Include all formatting in the Word template
  • Use consistent naming across templates

❌ DON'T:

  • Mix different variable syntaxes
  • Use complex nested structures
  • Rely on macros or embedded objects
  • Forget to test after upload

Document Management ​

✅ DO:

  • Review variables before sending to client
  • Update status as document progresses
  • Keep document titles descriptive
  • Link documents to matters when applicable
  • Download DOCX for final version

❌ DON'T:

  • Send documents with "[To be determined]" values
  • Forget to update status
  • Edit HTML directly (changes won't save)
  • Skip the preview step

Common Variables by Document Type ​

Engagement Letters ​

{{clientName}}
{{matterName}}
{{serviceName}}
{{fee}}
{{retainerFee}}
{{lead_attorney}}
{{currentDate}}
{{clientSignature}}

Trust Documents ​

{{clientName}}
{{trust_name}}
{{trust_effective_date}}
{{trustee_name}}
{{trustee_address}}
{{initial_contribution}}
{{primary_beneficiary}}
{{contingent_beneficiary}}

Operating Agreements ​

{{entity_name}}
{{formation_date}}
{{registered_agent}}
{{principal_office}}
{{member1_name}}
{{member1_ownership}}
{{member2_name}}
{{member2_ownership}}

Troubleshooting ​

"No variables found" after upload ​

Cause: Didn't use {{variableName}} syntax Fix: Add variables to your Word doc using double curly braces

"Variables not showing in DOCX" ​

Cause: Used nested variable names like {{person.name}}Fix: Use flat names like {{person_name}}

"Formatting lost in download" ​

This shouldn't happen! If you see formatting issues:

  1. Check that the template DOCX has the formatting
  2. Try re-uploading the template
  3. Contact support if issue persists

"Failed to process document" ​

Possible causes:

  • Document is password-protected
  • Document contains macros
  • File is corrupted

Fix:

  1. Open in Word and Save As → New file
  2. Remove password protection
  3. Remove macros
  4. Try again

Managing Templates ​

Viewing Templates ​

  1. Go to Templates in sidebar
  2. Browse by category
  3. Click any template to view:
    • Template content preview
    • List of variables
    • Usage statistics (future)

Updating Templates ​

To update a template:

  1. Make changes in Word
  2. Upload new version (replaces old)
  3. Existing documents using the template are unchanged
  4. New documents use the updated template

Deleting Templates ​

Note: Deleting a template doesn't delete documents created from it.

To delete:

  1. Go to Templates page
  2. Find the template
  3. Click delete icon
  4. Confirm deletion

Tips for Success ​

Organize Your Templates ​

  • Use clear naming: "Engagement Letter - WYDAPT" not "Template 1"
  • Add descriptions explaining when to use each template
  • Use categories consistently
  • Archive unused templates rather than deleting

Test Before Production ​

  1. Upload template
  2. Generate test document with sample client
  3. Fill all variables
  4. Download DOCX and review
  5. Check formatting, spelling, content
  6. Only then use for real clients

Keep Variables Consistent ​

If you use {{lead_attorney}} in one template, use it in all templates. Consistency makes:

  • Easier to remember variable names
  • Faster document generation
  • Fewer errors

Next Steps ​

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