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Document templates

A document template is a contract, quote or letter in which some passages (the client, the amount, the date…) are variables. From a record, the CRM fills them in and creates the PDF, ready to send for signature.

Paid plans Settings › Templates and signature › Templates Every member for their own templates; administrators for the organization's Try it in the demo
The Document templates section: the New blank document and Import an existing contract buttons, a ready template and an imported template with passages to review.

Each card shows the base object, the number of variables and signers. An imported template whose review is not finished is a draft: Resume review goes back to it. The Organization badge marks templates shared with the whole organization.

Import an existing contract

Section titled “Import an existing contract”
  1. Click Import an existing contract.
  2. Drop the file: Word (.docx), PDF, scan (image PDF, JPG or PNG photo) or text, 20 MB at most.
  3. Give it a name and choose the Base record (Opportunity for example): variables are read from this record and the records linked to it.
  4. Turn on Share with the organization if everyone should use the template (organization administrators).
  5. Click Copy with Atlas.
The Import an existing contract page: the File, Copy and Field review steps, the drop zone, the name, the base record, sharing with the organization and the Copy with Atlas button.

Atlas copies the contract into the editor and spots the passages that change from one client to the next. A scan is read page by page, which takes a little longer. Your file is not changed, and the file’s images are not always kept: the report says so.

Review the suggested passages

Section titled “Review the suggested passages”

Nothing becomes a variable without your approval. The review page underlines each suggested passage in orange.

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  1. 1Accept the confident proposals
  2. 2The contract, passages underlined
  3. 3Make it a variable
  4. 4Keep the text
  5. 5Finish and open the editor
Hover a number to find the area. Click the screenshot to enlarge it.
The review of the Nordline contract: the contract with underlined passages, and on the right the Nordline SAS passage, Atlas' suggestion, the Fill with, Label and Written as fields, the Make it a variable and Keep the text buttons, then the list of all passages.

For each passage, Atlas shows what it suggests and how confident it is. You choose:

  • Fill with: a field of the record or of a linked record, Filled in for each document, New field on the record…, the date of creation, the name of the person creating the document or your organization’s name.
  • Label: the variable’s name.
  • Written as: as is, short or long date, amount, amount or number in words.
  • Make it a variable or Keep the text. A passage without a decision stays text. A passage found several times is replaced everywhere at once.

Accept the confident proposals accepts at once those with a confidence of 85 % or more. Save and finish later keeps the review in progress. Finish and open the editor finishes.

A new field is created for your organization when the review ends; it requires the “Data model” right.

The template editor

Section titled “The template editor”
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  1. 1Blocks to drag
  2. 2The document
  3. 3Variables
  4. 4Document settings
  5. 5Ask Atlas for a change
  6. 6See a test PDF
Hover a number to find the area. Click the screenshot to enlarge it.
The editor of the service agreement: blocks on the left, the contract with its highlighted variables in the middle, the Variables and Settings tabs on the right and the Atlas edits this template panel.
  • Blocks: drag a title, a numbered article, a paragraph, a list, a table, a page break, an image or logo, a header or a footer.
  • Variables: click in the text, then on a variable to insert it. Settings on a variable changes its label, how it is written and what happens when the record has no value: ask when creating the document, block creation or leave a blank. New variable creates one at the cursor.
  • Settings tab: article numbering (Article 1, 1., or none, renumbered on their own), font, page number at the bottom, and the signers (four at most). The signature block is added at the end of the document, and Arcane eSign places the boxes there when sending.
  • Test PDF shows the result, Save keeps your changes.

Create a document from a record

Section titled “Create a document from a record”

When a template can be filled with the record, the Files tab shows Create a document.

The Create a document window: the chosen template, the values from the record, the fields to fill in, the Fill in with Atlas button and the file name.
  1. Choose the Template. Values found in the record and its linked records are already filled in.
  2. Fill in the values marked with an asterisk. Fill in with Atlas suggests values from the record’s emails, meetings and documents that you can see; check them, and nothing is written to the record.
  3. Check the File name, then click Create the PDF.

The PDF is stored in the record’s files, visible to the team. The window then offers Send for signature; you can also do it later from its row.