Document Templates

📑 Find out how to create and customise document templates for generating standardised documents.

Document Templates in Clevero are pro forma documents that merge record data, creating a unique link for users to access, review, and sign.

It utilises a Docx generator to convert a .docx template containing tags (similar to email/pdf builder) into a new .docx.

1. Uploading Docx Templates

To upload Docx Templates in Clevero, follow these simple steps:

Go to **"Settings"** > **"System Settings"**.
Choose "**Document Templates"**.
Click the **"Upload Docx"** option to upload your desired document template.
Fill in the provided fields in two sections:

Docx Template Details

Field

Details

Select Record

Choose the relevant record associated with the template.

Name of Template

Enter a name for the template. The name is used as reference when generating a merged document from the Docx Generator Entry Layout Tile or from the Docx Generator Custom UI.

Name of Template-Copy (Optional)

Provide a name for a copy of the template. The Docx Generator creates a copy of the original docx file in Google Drive and merges the values from the system. This name will be used for the copied and merged files stored in Clevero's Google Drive.

Description

Add a brief description of the template

Docx Template File

Upload the Docx template file. It could be any docx file, but it must be below 10MB.

Note*: The docx file name will match the name of the document in Google Docs.

E-Signature Details

Field

Details

Select Default Email Template

Choose the default email template for the e-signature feature. This will automatically fill in the email template when you click the "Send for Signature" button in the Docx Generator Entry Layout

Select Default Destination Field

Select the default destination field for storing the signed PDF. The file field will automatically be filled in when generating a merged document from the Docx Generator Entry Layout Tile.

Select Default Recipient Field

Choose the default recipient field for the e-signature. This will automatically fill in the "To" field in the email popup.

Generated Document Name

Specify the name of the generated document. This is for internal use to reference documents created by the system.

Filename Prefix

Add a prefix to the file name of the signed PDF.

After the docx is generated and the PDF is signed, it will be stored in the destination-file-field with this prefix. When you download the PDF, it will have this filename.

Number of Signers

Specify the number of document signers. You can configure up to five signers for the e-signature process.

5. Click the "Submit" button to save the document template.

2. Editing Docx Templates

Once you have successfully created a template, you may want to add additional features, such as linking to associated values and enabling signature capabilities.

Select the template.
Click on the "Edit Template" button.
Modify the look of your document template by using tags. Tags are marked with the format {{[internalid]}}.

For example, you can use the tag {{[primary-contact].[full-name]}} to automatically populate the name from the selected record.

Dear {{[primary-contact].[full-name]}},

Engagement Letter for Professional Services for firm: {{[name]}}

Thank you for engaging Carla Ferrari Consulting.

This letter ("Engagement Letter”) together with our Standard Terms of Engagement ("Terms”) will form our agreement with you and your entities (“Engagement”) and should

be read carefully. Our Terms can be accessed on our website at

https://www.madeupterms.com/terms.

At this time, you have asked us to act for the following clients:

The above example will show the following display in the document:

👍Info:

Learn more about Tags here.

5. Additionally, [[name of field | type | "req" if required. Otherwise, leave blank]] can be used to create fields in the doc, allowing users to fill in the information when opening the document.

I, (insert full name): [[name | text | req]]

(a) Confirm that I have read and understood the Engagement Letter and the attached Terms and

Conditions of Engagement (Agreement)

(b) Am authorised to enter into this Agreement on behalf of the company, person or entity named below

Name: [[name|text|req]]

Date: [[date2|date|req]]

Signature:

[[sign|signature|req]]

📘Info:

Please note that various field types like text, date, signature, number, and more - can be used to cater to specific data requirements.

The above example will show the following display in the document:

3. Docx Features

Once you have uploaded your Docx templates, Clevero allows you to customise them to suit your requirements. This will enable you to tailor your document's content, layout, and designs.

3.1. Generate Document

The "Generate Document" feature lets you create a new .docx file by resolving the values within your uploaded template. This dynamic process ensures that each document contains relevant data and information, ready for further customisation and distribution.

3.2. Draft Documents

After a document is generated, it appears with a Status of Draft until it has been finalized. A draft can be reviewed, edited, finalized, or deleted before it becomes a completed document.

Each draft row has two actions available directly in the table:

Edit: opens the document in the full-screen editor to review or make changes before finalizing.
Delete: permanently removes the draft.

3.2.1 Deleting a Draft from the Table

Open the record containing the document.
Locate the row where Status shows Draft.
Click Delete.

3.2.2 Deleting or Finalizing a Draft from the Editor

Click Edit on the draft row to open it in the full-screen editor.
Use Delete to permanently remove the draft, or Finalize to complete it.

⚠️ Important: Deleting a draft is expected to be permanent. Only delete a draft you no longer need.

3.3. Merged Document

With the "Merged Document", you can combine multiple documents into one file. This simplifies document management and distribution.

3.4. eSignature Action

Clevero simplifies the signing process with the "eSignature Actions" feature. This feature allows you to send the document to be signed via email or by sharing a direct link.