Draft Signature Service Template with airSlate SignNow

Draft esigning template

this demo is going to take a fairly deep dive into the template editor which is the draft project model and everything that i'm showing you is going to be happening in the templates tab um because the template editor is a core user only function what i'm showing you is going to be a set of tools and capabilities that are only available to core users templates provide the foundation for bulletproof generation of contracts on outlaw the process of creating templates includes adding text as well as dynamic fields which we'll get into and also there are some setting configurations at the template level that affect deal flow on the front end so there are some choices that are made at the template level that can impact some of your deal flow options when you're doing deals on outlaw and i'm going to demonstrate uploading from a dot docx so now i'm in the template editor and this is where those dynamic templates are created there's a few aspects to creating kind of a full service template on outlaw so i would broadly say that static text which is the kind of dark gray text that we see here and each of these sections separated by paragraphs are kind of independent which allows us to do some key advanced tasks such as create conditional content move things around in a way that's really seamless and maintains numbering sequences so there's moving the text around to ensure that it kind of looks the way you want it to and has all the text that you need which involves using the arrows to move sections up or down as needed toggle numbering on and off as needed now notice that when i toggle that on that numbering on this numbered list automatically renumbers if i toggle numbering off it will also renumber i can also indent and outband sections so a numbered section as one having a next numbered section of two i can indent this numbered section and it will become a subsection pressing enter to drop the line and create a new section we'll continue the numbering sequence i've established but if i am done with section one and i want to move on to section two i can so i've got section two down here for now um but if i move this out this will become section two this will be renumber is section three um so we've got the ability to create subsections and then to uh indent and out dead as needed if i move this section up everything will renumber but of course audrey you type that so that's um kind of getting your just sectioning in in place you're just going to want to use the icons for up arrow down arrow and indent and out dent to achieve the numbering sequence that you want if you want a different style for a list level list levels are the numbering sequences for each level of indentation so right now my list style includes a list level one which is the most major section is a numeral one two three four um and within parentheses let's say that i want to change that to be a numeral with a period i can set a different list level style and let's say that instead of subsections being a b c d and so on i would like the style for the second list level which is one level of indentation in to be set 1.1 or 1.2 and so so i'll use numbering for that as well then my entire list level 2 changes now what if we were to create an even further indented section it'll apply the default which is the small roman numeral in parentheses and then again i can change that so lots to explore there lots of ways to kind of customize the um the look and feel there now i want to talk about how to set up the dynamic fields that are going to become they're going to serve a couple purposes during the deal process one is they'll become click to fill fields so while you're doing a deal process if you want to have fields that you can simply click on to fill in information for uh pieces of data that change from the process to deal process you'll create what we call variables for those pieces of information these are also the fields that are capturing data from your deal process so they're doing kind of both of those tasks so you may want to create variables so that there are click to fill fields for easy drafting of your contract you may also want to create variables for the purposes of capturing key points of data first i'm going to remove some of these additional sections that i've created so already you can see that the pieces of information that have blanks are being highlighted in yellow that's the platform guessing based on the the source document the word document that i used to upload this from uh guessing that there are probably some variable fields here because there are brackets with with nothing inside of them so i'm going to show you how to create a few dynamic fields how to format them and how that looks in in a contract generated from this template so this agreement is made on clearly we are looking for a date here i can create a new variable here such as agreement date and because it is a date i'm going to format it as a date and that is all that is needed to create a dynamic field now what does that mean what does that look like when i'm doing a deal i'm going to use the preview function to demonstrate what is happening in a contract generated from this template so as you can see on this first line i have a dynamic field that's ready to register a date value it is dynamic so i can change it okay looking good so far so in this next portion i'm looking to add dynamic fields to represent uh placeholders for the entities that are entering into this agreement so these are going to be a different kind of dynamic field that we call a party so what we just created is a variable and we're about to create a party so i'm going to and i see that these uh the parties in this agreement the contract itself refers to these parties at party one and party two now this is pretty generic many contracts will refer to they'll give more of a description to to their party such as company and vendor employer employee you've probably seen a lot of examples of these in this agreement they're just referred to as party one and party two okay so now we've got our two parties named in this agreement and notice that as i'm creating these dynamic fields they are appearing at the top here what that is allowing us to do is a just to know the the fields that exist in the template and b it's giving us a quick add feature where we can create a another copy or embed another instance of this same variable in in the template elsewhere so for instance if i had another section in the contract that referenced the agreement date i could simply add that here by placing my cursor wherever i want that element to appear and tapping it and now it's added and these uh because they are the same variable these instances are linked and they are identical which means that when this information is filled in up here it's going to populate down here as well and vice versa so let's check that additional functionality in our preview function so i've got an agreement date here and an agreement date here they are exactly the same copies of the same variable so they should autofill simultaneously together great we see that happens should i update one of them the same should be the case there we go and we also have our parties embedded there as well now as we're looking at the parties when i click on this to fill in this information it's going to reveal not one but numerous fields and that's because party elements are a special type of variable that contain some sub properties so when i added when i created party one as a party in this contract or in this template there are six subfields that i can kind of format each instance of the variable as so if i fill in all this information and i'm going to use a shortcut this is me that's going to fill in all of my information from my profile if i fill in all of this information it's asking for the piece of information that it's going to pull out again clicking on this i've stored all this information my name my email my company my title address and phone number it's going to pluck out just the company name in a shortened form minus any ink or llc so that's the default same for party two it's going to pull out the piece of information in this third box which is the company name minus llc so again that is the default display now we are going to how to format this to pull out the full company name so we want to include ink and llc as well as uh it looks like we're going to add the address of the party as well which we know is one of the sub properties here for these party elements so we're going to embed a second copy of this element and format it as an address so let's take a stab at doing some formatting for these party elements the great thing about this is that remember you're only doing this once i'm setting up this template and there's a little bit of you know technical specificity to it but i'm setting up sup once i'm setting it up right so i never have to set it up again and then my workflows and my contracts are going to be super easy and optimized so to format the party element that i've already created and embedded in the text i simply tap on it i'm going to change from the default display to the legal name display which will display the party's full organizational name or the full name of the signer if the signer is an individual in this case it's not this is going to be outlaw in hogwarts now this uh instance of the party1 element is uh formatted as dot legal name let's do the same for party two now i want to add my addresses so i'm going to add another copy of the party one element here because i want to create a placeholder for the address of party one and this one i'll format as an address because this is where i want the address information to show up now let's do the same for party two second instance of the element tap to format it and choose address and while i'm at it let's do company number now company number is not one of the sub properties of a party element so that means that we're just going to want to create a normal variable just like we did for agreement date [Music] this might be a number you could choose number for this i would keep it as text just because then you know as i'm setting this up i'm not maybe sure uh some company numbers may have dashes or letters in them so i'm just going to keep it inclusive as a text field now i have to create a company number for party two if i use the same variable as we've seen before those uh would be linked and we don't want those to be a copy of the same variable because we're gonna have party one is gonna have a distinct company number from party two so if i had been thinking ahead maybe i would have called that first one company number one or something but i'm just gonna go ahead and call this company two now the the variable id which is this first box that needs to be different so that's why i called that first one company number and this one company number two but the display name registered company number that can be identical across variables so that's no problem i can leave that as is as long as the variable id is unique all right let's go back to the preview and check all this behavior that we've created in here so same as last time i'm using this as me to populate all this information and because of the formatting i've done once i press save we should show outlaw's full company name in the first field and then the address in the proper field so let's see if that works out yep outlaw inc registered office at 123 brooklyn avenue perfect i'll add in the company number it might be that in a deal process you would like for the counterparty to fill in their company number you may not know that information and it is possible to assign variables to the counterparty without giving them broader editing access so there's a there's a granularity to uh user permissions that will allow you to provide the opposite side uh of the deal the access they need to complete the information they need to fill in without giving them too much access that you don't want them to have so so far we've covered just to review a bit we have covered how to move text around both in terms of up and down numbering toggled on and off indented and outdented we've covered how to create a variable field which holds space for information that will become click to fill in a contract and we'll be capturing data we've seen a couple different formats of variables that can include dates and open text fields as well as numbers we've seen creation of a special type of dynamic field called a party that will allow you to collect information about the entities entering into the agreement now as we scroll through the document there is we can see that there's a few blanks that looks like we've got two different options it's or theirs and in this section termination there's an option between it should read all obligations contain this agreement will continue in full force in effect for a period of blank years from the date of either this agreement or receipt of all the relevant information confidential information so this is a great example of some other really helpful variable types that we can set up in outlaw first let's just do the number i'm calling this termination period now it's going to be in a number of years so i'm going to add some placeholder text that gives the person filling out the contract some helpful information i'll format this as a number and so here what we want is not just an open text field but actually a drop down menu we want to give the person filling out um filling out this contract the ability to choose between two different options so i'm going to copy this text from the date of this is where we want our variable [Music] the format that i'm going to choose is called list and what this is going to do is form a drop down menu so it says enter options one per line my two options are this agreement or receipt of the relevant item of confidential information now it appears just like any other variable called termination options but we can use the preview function to check the behavior and so we're presented with a drop down menu with our two different options three years from the date of this agreement or three years from the of receipt the relevant item of confidential information so the last thing i'm not going to go through and create every variable an element in here you can kind of see how it work you just continue on with the process of adding variables checking the behavior as you go and hopefully setting up everything that you need to do the final component here is the creation or insertion of a signature field so when you upload a document it's probably going to have a bunch of lines from your word document of where it would be signed and so on and so forth it's much simpler in outlaw so i'm going to get rid of all of this there is a native e-signature feature and outlaw for super quick and easy signing and i'm going to uh this is the text that should appear over the signature field signed by or behalf of parties i'm just going to turn this into a signature field and that's it that is how easy it is to create a signature field in the template editor now uh it's pulling from the fact that it already knows that we've got two parties one called party one and party two if i had not created these elements uh prior to adding the signature field i would have added essentially a blank signature field so they are dynamically connected so um once you've created uh one or more party elements uh in your template your signature field is uh is good to go once again checking that in the preview feature here's what the signature field looks like when the information for the parties hasn't been filled in right now the system doesn't know it knows that there's going to be a party one in a party two but it doesn't know anything about those signers but if we were to fill in this information as we would when doing a contract this information appears in our signature field first naming the corporate entity and then the name of the signer followed by their position title and this isn't visible in the preview function but the signatures are date and time stamped so as you can see there's an option here show date stamps on signatures so the the signing is also recorded when signatures are fixed they will be date date and time stamped so that is all you need for really the um the most basic template creation you need your text which can be uploaded from a word document we didn't show this but you can also paste it in so you could just start from blank and paste in text of course you can draft natively you can type an entirely new template in here but most people upload starting from word document so you need your text you need your dynamic fields which you've created and you need your signature field and with this in place we have kind of the most basic bare bones of a template now there's other things that we could add for instance there's a lot of functionality and we're not going to go over all of it in this in this walkthrough but for instance we can add an appendix so we know that there are schedules and exhibits and such i can add that and what that'll allow you to do is just start back over with a new numbering sequence and in any kind of exports of this document to word or pdf you would get a page break between any body content and appendix content so all that is supported now the last feature a couple last features that i want to highlight are conditional content and auto signing so let's look at auto signing first so we've seen already in the preview function how when information for the parties entering the agreement is filled in that populates the signature field and that's very useful particularly when one of these parties is always going to be the same going to be populated by your signer it makes a lot of sense to add the person from your team who will be signing these agreements on you know 100 of the time or most of the time at the template level that way you never have to fill in their information it's just already present so let's do that here's the settings for the template i'm going to go to users and i'm going to set it so that my colleague charlotte is always the signer on these agreements um our party is party one now that's set and when i use the preview function to create the new contract or to show what a new contract would look like we'll see that unlike our previous examples in the preview now charlotte's information will actually be present already there we go there's outlaw and there's charlotte so that is a great time saver and error reducer for you uh for your team to already have the signer included at the template level and it's worth mentioning that it's not just signers who you can add automatically you can add other other people from your team at the template level to ensure that all the contracts that are generated from this template are shared with those particular individuals and that is including granular user permissions so i could have one of my colleagues who just needs to be able to view contracts added as just a viewer i could have a different colleague who always provides a supervisory role added as an editor so there's a lot of functionality there a lot of granularity there um won't go into all of it but auto signing very powerful capability so the very last thing that we're going to touch on in this demo is conditional content because conditionality is a very powerful feature that allows you to streamline your template library and by that i mean that frequently people will have a large number of word documents or google documents or however they're storing their agreements that are essentially similar to one another and only have a few differences perhaps they're perhaps you have a mutual nda and a unilateral nda and 95 of the text is the same you just have a couple of uh word differences or a section or two that differs another example is that um you know frequently companies will have a different version of an agreement for a certain jurisdiction or version of a contract for domestic sales versus international sales and quite frequently not always but quite frequently the differences between those templates is actually fairly small and it is only because of the kind of flat and undynamic nature of microsoft word that you have to have entirely separate documents for those so people come in thinking that they have you know 10 different templates when really using conditional content and outlaw they can actually streamline that down to just three or four so what does this look like in practice in practice this looks like setting particular content to appear or not appear based on a selection that the person filling out the contract makes and that is set up at the template level and then completed at the contract level so we're going to demonstrate this we know that all obligations contained in this agreement will continue in full force in effect for a period of three years or x years from the date of and then we have a choice some as we know are going to have a response that is uh this three years from the date of the agreement and some is upon receipt of the relevant item of confidential information now what if there was additional contractual language that related to one or other of those options so let's say that they're special terms for organa so just as an example let's imagine that what we currently have is section 7.1 um that text only needed to appear in the event that uh that this particular contract or the a particular contract uh was being terminated x number of years from the date of the agreement what we can do is attach a condition to this content so that it only shows up in that event and the setting of the condition is determined by the response to one of those list variables so we set up the termination options as this agreement or a receipt of relevant confidential information and i only want this section that i have selected right now to show up if they choose this agreement and actually let's give something see there's a lot more content if they choose the second option i'm attaching my condition this time choosing the other option so right now there's no sub sub sections you don't see any 7.1 or 7.2 but once i choose one option i'll get the content i set as conditional and if i change it to the other option i'll get the other content and as you can see all the renumbering is bulletproof so there are a lot of use cases for conditional content some of which i've already talked about if you have different jurisdictions if you have a different language that isn't very uh that's fairly similar across the agreement but not completely um then there are other use cases for conditional content which include almost kind of having a clause library where you um add a bunch of different a bunch of different clauses that are only relevant and you can kind of just have set it up so that you're essentially picking them off of a menu and triggering those con uh yeah you can kind of think of it as ordering a la carte uh is is one of the things that uh conditionals will allow you to do if you're preparing an amendment for instance and you have a number of different amendments you know for a number of different scenarios in your sales process and you can just have those trigger on and off and there's also a way to trigger them on and off kind of behind the curtain so to speak so that you don't actually have to have a field in the text of the agreement that's getting into some content that we can talk about uh during account setup in in the onboarding process but the conditional setup is very powerful and as you can see very easy to do uh simply name your variable name your condition and that is all that it takes and the greatest thing about this is that it's a simple easy to learn system and anyone can do it you don't need to know how to code so it's all very accessible to you and the last thing i'll just mention is that we do have the overview feature which can be prepared as a unique and optional feature which will allow you to create a cover letter or a term sheet for your agreement and if you would like more interested if you're interested in more information about that you can of course reach out to your executive to your sales executive or to customer success and we'd be happy to fill you in more about the power of overviews as you can see my template is stored in my template library it is currently in draft form if i would like to set it to active that will allow me to start generating contracts from it so i've got a full service template ready to go and i can start generating mutual confidentiality agreements anytime i like i hope this demo has been helpful for you and that you'll be in touch about your interest in learning more 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