Creating Dynamic Contract Templates with DraftMate
Learn how to transform a standard document into a dynamic contract template using DraftMate's AI technology
Overview
This guide presents a step-by-step approach for creating flexible and customizable contract templates. These templates allow users to insert signatures, dynamic tables, and tailor contract values based on specific questionnaire responses. Additionally, the responses influence the inclusion of key clauses, making each contract unique and relevant.
Prerequisite:
Install the DraftMate Plugin in MS Word. How to Install DraftMate Plugin.
Part 1: Linking a Document with the Contract Workflow
Step 1
Open your base document in MS Word.
Step 2
Launch the DraftMate plugin from the MS Word Ribbon and click on “Get Started”.
Step 3
- Choose a workflow from the DraftMate sidebar. The workflows can be in either the ‘Published’ or ‘Unpublished’ state.
Note:
- If your workflow is not listed, you can create a new one in the SpotDraft app and access it through DraftMate in MS Word. For instructions on creating a new workflow, refer to “Creating a New Workflow” (Steps 1-3).
Part 2: Inserting Dynamic Content into Your Contract
DraftMate helps you include variables and sections using specific formatting to create dynamic contract templates. The following functions serve specific purposes to assist you in creating these dynamic contracts:
- 2.1 Simple Variable fields: Use this to insert variables created in the questionnaire section from the SpotDraft app or create them through DraftMate.
- 2.2 Conditional Statements: Use this to select a phrase in the document and define logic to show or hide it based on the response you receive for the questions.
- 2.3 Signature Block: Use this to automatically detect the Signature fields and collect signatures for the document using SpotDraft's e-sign feature.
2.1 Setting Up Simple Variables
Simple variables allow you to insert variables into the contract that can include responses from the counterparty questionnaire. These questions and variables may have been added during the workflow setup using the SpotDraft App or can be created using DraftMate.
Step 1
- Position your cursor where the variable should be inserted.
- From the menu, choose "Simple Variable".
Step 2
You have two options:
- Set these up manually, or
- Use DraftMate AI to automatically identify areas within your document and suggest variables and propose questions for obtaining responses. Click here to learn more about using DraftMate AI.
Step 3
To set up the Simple Variables manually, follow these steps:
- Navigate to ‘Select Variable’ and choose relevant variables from the list. This list includes all variables, including basic and custom questions for this template.
- To learn more about setting up custom questions, refer to this section Setting up Questionnaires.
- To learn more about basic questionnaires, refer to Basic Questionnaire.
- Select Format: These formats determine how the variables will appear once answered.
- Click “Insert Variable” to add the variable to your contract at the cursor's position.
Note: Let us assume a question: "What is the Position Title for the open position", for which we have already declared the variable as "Position_Title". Once we send this out for review, the counterparty will be asked this question, assuming that the response is "Product Manager". According to the formatting, it would be reflected as follows in the contract document:
Select Format | Format on the Doc | Response Format |
Uppercase | {Position_Title | uppercase} | PRODUCT MANAGER |
Lowercase | {Position_Title | lowercase} | product manager |
Captialize Each Word | {Position_Title | capitalize} | Product Manager |
Link | {~Position_Title | hyperlink} |
Step 4
If the question and the associated variable are not present in the list, you can create them directly from DraftMate.
- To add a new variable that is not in the list, place your cursor at the respective location or highlight the text that needs to be replaced with the new variable. Click on "New Variable" and fill in the required fields.
- Let's assume we need to include a question that requires the Employee Name.
- The fields would take the following form:
Define the Variable Setting by answering the following questions:
- Variable Value: employee_name (This will appear on the document you are creating)
- Variable Label: Employee Name (This is the identifier for the answer you receive, which will store the value you receive)
- Variable Type: Depending on the question asked, you may need different formats for the answer. These can be - Short Answer, Paragraph, Paragraph with formatting, Number, Duration, Currency, Phone Number, Date, Yes or No, Dropdown, Multi-select Dropdown, address, image.
- Question Title: What is the Employee's Name? (This will appear in the question that will be asked to the counterparty)
- Who Answers?: Which Counterparty answers this question?
- After defining the variable, click "Insert" to add it to your contract.
Note: Newly created variables and questions will also appear in the SpotDraft app.
2.2 Setting up Conditional Statements
Conditional statements are used to show or hide text in your document based on questionnaire responses.
Step 1
- Highlight the text in your document and select "Conditional Statements".
Step 2
- Define the condition under which the highlighted text will be shown or hidden.
- The condition takes the form of "<Variable Name> <Operator> <Value>". For example: "<Jurisdiction of Incorporation> <Is Equal To> <UAE>". If the response received is UAE, the highlighted text will be shown. If the response is something other than UAE, the section will not be shown.
- Variable Name: The variable name is associated with the response for the question you ask.
- Operator: The operator indicates the expected relationship between the response and the question. Options include "is equal to", "is not equal to", "is present", and "is not present".
- Value: This is the response you expect when the operator field in the previous step is "is equal to" or "is not equal to".
- To create additional conditions based on other questions, click on "Add Condition". Use the 'And' or 'Or' operator and follow Step 2 above.
- Click "Insert" to apply the conditional format to your paragraph. The highlighted text will now be enclosed within a formula, as shown below.
- After sending out this contract for review and signature, the highlighted section will be shown or hidden based on the response received and the conditions we have established.
2.3 Inserting Signature Blocks
To seamlessly integrate e-signature blocks and gather essential authorization from signing parties within your contract, utilize SpotDraft's signature functionality.
Step 1
Access the "Signature Block" feature from the DraftMate sidebar menu.
Step 2
- Specify the counterparties to whom a signature block will be assigned.
Note:
The 'Insert Signature Block for' the Creator party and Counterparty above depends on the 'Signatures required by' section in the Workflow setting for the current workflow. This setting defines if signatories are required from all parties or only from the creator party or the counterparty.
Step 3
Choose the fields that will be displayed alongside each signature block for collecting responses. Confirm your selections by clicking "Insert".
Step 4
The document will now display the designated signature blocks for the selected counterparties. Once you send this to the parties, they will be required to fill in these fields.
