The Country / Region setting is one of a few ways to organize and group templates and documents in Legito. Every Template Suite is assigned a country/region upon creation. (note that if only a single Country / Region has been assigned to a Workspace (which is the default setting), all templates will be automatically assigned to that Country / Region, and this option will not appear.)

When creating a new Template Suite, provided the Workspace has been assigned more than one Country / Region, the pop-up window will require a Country / Region to be assigned, in addition to a Template Suite Name, and a Language

The option to change the assigned Country / Region is available at any time by editing the current selection on the bottom right corner of the Template Suite settings page, just above the words, “Delete Template Suite ”.

Clicking the pencil icon will cause a pop-up window to appear, allowing you to select or change the country / region from the list.

Like all template automation settings, the Country/Region setting is accessible only by Workspace Admins, and those users permissioned to create automated templates.

Country / Region Settings may be used to:

• Search and Filter through templates; or
• Manage user permissions and access to templates 
  

Initial Instructions

Initial Instructions, provide instructions for users drafting documents from automated templates in Document Editor.

There are text formatting options when setting up Initial Instruction as well as configuration options, such as whether to have the Instructions appear in a pop-up window or whether they are displayed every time, for templates only, for documents only, for users only, or for guests only. A user drafting a document can pull up the instructions at any point of the drafting process by clicking the Instructions Tab at the top of Document Editor.

Instructions may be used to provide users or guests the following:

• general directions on how to draft the document;
• current relevant information concerning laws or internal policies to the document;
• document specific drafting tips; and
• document specific negotiating guidance.

Follow-Up instructions

Initial Instructions are entered in the Template Administration; Follow-Up instructions are drafted within Template Editor. Follow-up instructions are meant to be used once the document is drafted.
Generally, Follow-Up Instructions are included in transmittal email messages if a user chooses to share documents using Legito’s Send by Email feature. Follow-Up Instructions can be configured using logical dependencies such as Conditions or Link Elements, so they are only made available in certain scenarios or can be made to appear in certain areas of a document, such as the bottom of a page.
Thus users are provided with personalized instructions within their unique document settings.

Template Descriptions can be useful when looking through a small number of Templates, but Search Keywords help users quickly locate the exact template required or a group of similar templates. 

The Search Keywords field is found in the settings area on the right of the Template Suite. Clicking the “edit” pencil opens the field, allowing a Workspace Admin, or a user permissioned to build templates to add Search Keywords.Employing the search feature at the top of the Templates space under Templates Tab, or at the bottom of your Dashboard, Search Keywords will help you easily find your template. Search Keywords added to a document will help users find templates without entering the complete name of a template. For example, as policy, your company may call confidentiality agreements, “Non-Disclosure Agreements”, however, you want to ensure that a user can find the right template by entering reasonably related terms. If “Confidentiality”, “NDA”, and “Non-Disclosure” are added as a Search Keywords for the Non-Disclosure Agreement template, then most search queries should find the correct document quickly.

If your workspace has a relatively few templates, an overly organized approach to Search Keywords may be overkill, but if you’re a larger enterprise or any firm that anticipates document drafting increasing in scale, then a more systematic approach might be necessary.

Sometimes a Template Suite’s title may not provide sufficient information to help a user understand which template should be used for a particular scenario. The Description field is a helpful feature to help users know which templates may best fit their needs.

The Description field is found in the settings area on the right of the Template Suite. Clicking the “edit” pencil opens the field, allowing a Workspace Admin, or a user permissioned to build templates to Add a Description to a Template Suite which helps users quickly find the correct template to start drafting their documents. The Description appears in the Template Suite placeholder when viewing Template Suites in your Workspace Dashboard or under the Templates tab of your Workspace.

Similar to Country/Region settings, Template Categories are a useful tool for organizing your templates into groups.  Also like Country/Region settings, Template Categories are created and made available to a Workspace by a Workspace Admin.

Users creating templates may assign Template Categories to Template Suites using the dropdown list right below the Assigned Workflow dropdown in the settings area on the right of the Template Suite. Once a Workspace has in excess of 10 Template Suites, The Template Suite placeholders are visibly grouped under their respective Template Categories, and can be seen so organized at the bottom of the Dashboard Tab, and under the Templates tab. Although similar to Country / Region Settings, Template Categories differ in that:

• Templates are not required to have an assigned category; and
• Templates may have multiple Template Categories. 

To guarantee that Smart Documents generated from an automated template are correctly routed it’s possible to associate a template Suite with a specific Workflow. The Assigned Workflow dropdown is found in the settings area on the right of the Template Suite. Selecting a Workflow from the dropdown will guarantee that any document drafted from a template within this Template Suite will follow that assigned Workflow.

Language settings in a Template Suite determine the language in which templates in the Template Suite will be composed. When setting up a new Template Suite, in addition to entering a Name, and selecting a Country / Region, you will find that Language setting dropdown field. It is important to note Language settings are completely independent of the Country / Region selection.  Template Suites can be assigned have multiple languages, more information about this can be found in the Template Translator article. The language assigned to a template will determine the format of Date and Money Elements.

In the rare  situations where users need to change the primary language of a template suite, they can choose from any of the languages that have been published for that Template Suite. In these instances, the Language setting can be found next to the Country / Region setting, in the settings area on the right of the Template Suite.

Template translator is a useful feature that allows users to conveniently translate templates into the language of their preference. Generally, best practice is to perform the translation after the template has been completed and fully automated.

As your cursor hovers over a template placeholder in your Template Suite, underneath the “Edit” button, lines of text will become visible. On the left corner you will read Translate, and on the right, Settings.

The “Translate” line of text will redirect to the Template Translator. After clicking on the text, a prompt will appear requesting that a language be selected.

Once the desired language is chosen, and after clicking, “translate this language”, Legito Template Translator will open. Template Translator is similar in view to the Template Editor, but it does not contain the structure tools and logical dependencies that are used to build templates and drive automation. However, all conditions-based automation built into the original template will apply to all translated versions.

Users simply replace original text in elements. Once complete, the translated template can be saved or published, and made available to appropriately permissioned users for document drafting.

Unlike template Versions, there is no version history for Translations. Translations are only available for the current saved version of a template. 

Hidden

If there are multiple templates within a Template Suite, this feature prevents certain templates from being viewed in Document Editor, although leaving them available for export to Word or PDF files. This may be useful, for example:

• a calculation sheet has been attached to a Loan Agreement, to perform calculations based on inputs in one or several templates with the results eventually entering the Loan Agreement; or
• a Delivery Protocol, attached to a Services Contract, which may enter specific delivery obligations into the Service Contract template. Both of these ancillary forms are crucial for completing the main document template but aren’t necessarily important for the end user to see.

No Export

This feature ensures that documents cannot be exported to Word or PDF files. These documents are only available in your Smart Document Workspace as Document Records. This is the default setting for all Form templates and must be unselected in order to perform an export.

Internal Document

Documents can only be viewed by permissioned users and cannot be viewed by Guests. A typical use of this setting is for creating pricing or discount calculation forms.

Sign with Legito BioSign or with Docusign

Documents generated from a template with either of these options selected can be signed via Legito’s biometric signature tool, BioSign, or DocuSign. Before activating this option, the template must have the correct signature tags for an electronic signature. Only users with appropriate permissions may commence the signing process. If both options are activated, users will be asked every time to choose to activate the signing process with either Legito BioSign or DocuSign.

Type

Legito provides flexibility in its template automation options in order to fit specific use cases.  Although templates will most likely be predominantly based on the standard, “Document” Type, there will be instances when using a Table, or a Form type may be more advantageous. For more complex Document Bundles, it may even be necessary to include all three template Types in a Template Suite.

Document

The Document Type template is the standard template form. Generally, the Document Type proves to be the most appropriate and efficient Type for automating most of your documents. When users employ this template Type to generate a document in Document Editor, information is inputted directly into the template, and the document structure adjusts according to the template’s logical dependencies, providing users with a “view what you get” experience. This is in contrast to the Form Type.

Form

Forms are a useful template Type for creating a questionnaire to capture responses that will then populate a template.  The form can be set up to be automated with logical dependencies that will adjust the text of the form, or a document sharing the same Template Suite, dependent on the responses and information entered. When Forms are used in combination with Document Types, applying the Hidden Property setting to the Document type gives users the ability to complete a form without seeing the document populated by the form data. One possible use case is online shareholder questionnaires.

Table

Tables, in essence, operate like Document Types but are spreadsheets. The difference is only in appearance.