Creating a Template Workflow in SpotDraft

This help article will guide you through the steps of creating a new Template Workflow in SpotDraft. Template Workflows are a powerful tool that allows you to quickly generate contracts by using a questionnaire to populate data into a premade template document.

Getting Started:

1. Navigate to the "Manage" Menu: Hover over the "Manage" menu to the left of the SpotDraft screen.
2. Select "Workflow Manager": Click on "Workflow Manager" in the menu.

3. Set Up a New Workflow: Click the "Set Up New Workflow" button in the top-right corner of the Workflow Manager page.

4. Choose "Template Workflow": Select the "Template Workflow" option.
5. Give Your Workflow a Name: Enter a descriptive name for your workflow. For example, "Employment Agreement Workflow".
6. Add a Description (Optional): You can add a brief description to help users identify the workflow.
7. Select a Linked Contract Type: Choose a contract type that you want to be associated with this workflow. You can either select an existing contract type or create a new one by typing it into the field.
8. Start Setup: Click the "Start Setup" button to continue setting up your workflow.

Setting Up Parties:

1. Set Up Parties: You'll be directed to a page where you need to define "Your Company" and the "Counterparty" for this workflow.

2. Add Details for Your Company: Enter the name you'd like to use for your company in the contract.

3. Add Details for the Counterparty: Enter the name you'd like to use for the counterparty in the contract.
4. Specify Counterparty Type: Choose whether the counterparty is an organization or individual.
5. Save: Click the "Save" button to save the party information.

Setting Up the Questionnaire:

1. Set Up Questionnaire: Once you've saved the party information, you'll be directed to the "Set Up Questionnaire" section.

2. Create Sections (Optional): You can organize your questions into sections for better clarity. This will help end users answer these questions sequentially. To add a new section, click the "+ Add Section" button. Give the section a name and click "Save".

3. Add Questions: Click the "+ New Question" button within each section.

4. Define Question Details:
   • Question Title: Enter the text for the question. For example, "What is the employee's name?".
   • Question Type: Select the type of question. This example uses "Short Answer", but you have many options.
   • Variable Name: Enter a unique name for the variable. (The video provides examples and rules for naming).
   • Is Question Mandatory? Select "Yes" or "No" to indicate whether the question is required.

5. Create More Questions: Repeat the process of adding questions to create the entire questionnaire.

Uploading the Template Document:

1. Upload Template Document: You'll need to upload the template document that you prepared using DraftMate. 
2. Drag and Drop or Upload: You can either drag and drop the document onto the designated area or click the "+ Upload .docx" button to choose the document from your computer.
3. Confirm Upload: The document will upload and display on the page.

Publish Your Workflow:

1. Publish Workflow: Once you've completed the steps above, click the "Publish Workflow" button to make your workflow available for use.
2. Confirmation: A confirmation message will appear. Click "Yes, Publish Workflow" to complete the process.

You've Successfully Created a Template Workflow!

Now, when you need to generate a new contract, you can select this template workflow. SpotDraft will guide you through the questionnaire, and the answers will automatically populate the template document, creating a new contract ready for review and approval.