Dynamic templates

Dynamic templates allow you to auto-generate drafts and clauses-based data and metadata fields, speeding up your contract process straight from creation. 

• Conditions in dynamic templates allow the use of data and metadata fields to show different content in drafts based on the data values.
• Connect dynamic templates to the in-app automation builder:
  • Use a form, CRM properties, or connect any other external tool (your billing or HR systems, webhooks, etc.) to customize your automated workflow.

Contents:

This article contains the following topics:

• Checklist before using dynamic templates
• Adding conditions to a dynamic template
  • Conditions based on "text" type of data fields
  • Conditions based on "date" type of data fields
  • Conditions based on "number" type of data fields
  • Conditions based on "select" type of data fields
  • Conditions based on "checkbox" type of data fields
• Adding multiple conditions in dynamic templates
  • Adding multiple conditions with the same logic
  • Adding multiple conditions with different logic
• Accessing all conditions in dynamic templates
• Editing and deleting conditions in dynamic templates
• Sharing dynamic templates with conditions
• Using conditions from dynamic templates
  • Reviewing drafts automatically
  • Sending Slack notifications automatically
  • Updating CRM properties upon in-app events
  • Using dynamic templates with "form completed" automation trigger
  • Defining the party and signee details automatically
• Applying conditions which include data fields
• Connecting forms to dynamic templates
  • Here is a short video showing you how you can generate a tailored contract from a Dynamic Template based on data submitted using a Form.
  • Here, you can find an in-depth guide on the automated workflow that generates contracts based on conditional logic and data from forms.
    • This step-by-step guide shows you how to create and connect forms with dynamic templates using the no-code automation builder in Contractbook.
• Using dynamic templates with your CRM system.
  • Take a look at how you can generate tailored Sales contracts based on the HubSpot deal data using a Dynamic Template.
  • Here is a short guide on the Sales contracts based on your Salesforce opportunities data using a Dynamic Template's conditional logic.

Checklist before using dynamic templates

To use the dynamic templates, you need:

• A Growth / Enterprise plan
• A template under your account
  • You will use this template to create new drafts based on inputted data.
• To connect dynamic templates to forms, you need a form created in Partner Tools under the same account on which the template is stored:
  • To get access to Partner Tools, please reach out to your Customer Success Manager.

Adding conditions to a dynamic template

To show parts of the template conditionally, based on the data and metadata values, you need to set up conditional clauses in the template's body:

• Open the template under your account in create mode.
• Highlight or double-click on the content in the template's body which should be displayed conditionally, and select "show with conditions".
• Define the condition further:
  • Under "Show text if", select the data or metadata field from the dropdown list:

Conditions for "text" type data or metadata fields:

• Is equal to / Is different than / Contains / Does not contain / Starts with / Regex matches / Is not empty / Is empty

 

Conditions for "date" type data or metadata fields:

• Is after date / Is before date / Is the exact date / Is not empty / Is empty

 Conditions for "number" type data or metadata fields:

• Is equal to / Is different than / Is greater than / Is greater than or equal to / Is less than / Is less than or equal to / Is not empty / Is empty

Conditions for "select" type data or metadata fields:

• Is equal to / Is different than / Is not empty / Is empty

Conditions for "checkbox" type data or metadata fields:

• Is true / Is false

Setting up multiple conditions with "AND" and "OR" logic

• You can use multiple conditions at once and apply them as independent (OR) or dependant (AND) conditions to the same piece of content:

Adding multiple conditions with the same logic

• Click on "Add condition" and define the logic for the second condition
• Select "Any" for OR conditional logic, i.e., if any of the conditions for the chosen data or metadata fields are met, the content in the dynamic template will be displayed
• Select "All" for an AND conditional logic, i.e., if all conditions for the data or metadata fields are met, the content in the dynamic template will be displayed

Adding multiple conditions with different logic

• Select "Add group" for a nested set of conditions 
  • Grouping conditions in a dynamic template allows you to mix logic types and apply both "AND" and "OR" types of conditions in separate groups of conditions

View all conditions in a dynamic template

• Once you have added a conditional clause, you can view them from the conditions sidebar.
• From there, you can view, edit or delete each condition or set of conditions in the template:

• All available conditions in the dynamic template's body will be highlighted in green in create mode, differentiated from the rest of the template's content.
• In preview mode of the template, all conditions will be surrounded by green lines.

Editing/deleting conditions in dynamic templates

In create mode of the template:

• Click on the condition in the template body to edit, delete, add more conditions, or add a new group.
• You can also expand the conditions sidebar and access the same functionalities.

In preview mode of the template, you cannot edit or delete conditions.

Can I share conditions in dynamic templates with my teammates?

If you have added conditions to a template and stored it in a shared space, the conditions sidebar will be visible to others with a specific level of access to the templates space.

• Data fields conditions sidebar will be displayed for template owners and collaborators with "View" and "Edit" permissions to the space the template is in.
  • Collaborators with "View" permission cannot delete the condition or open the condition details.

Using your dynamic template

To create a draft from your dynamic template that shows content conditionally, you need to set up an automated workflow that populates the data or metadata fields in the template.

The steps you automate can be customized to fit your needs. For example, you can create a new draft from a dynamic template when your respondents fill out a form; a task is marked as completed, a date from a data field is reached, etc.

You can read more about the automation builder and its capacities in the app here.

The word, sentence, paragraph, or content you have applied conditions to, including any data fields in that section, will only be included in the newly created draft if the inputted data or metadata field matches your defined conditions.

Setting up your automations

Head to the automations section of the sidebar to view pre-made and create other automations connected to your dynamic template:

• Automation with a form is completed trigger can also be created from the in-app automation builder and not only directly from the template's sidebar.
  • You can read more about setting up automated workflows triggered by the completion of a form here.

Automatic draft review

• When a draft is created from the dynamic template, then ask for a review:

Automatic Slack notification about draft updates:

• When an update on a draft created from a dynamic template is saved, send a message on Slack.
  • Read more about connecting your Slack account to Contractbook here. 

• You can add any additional actions following your Slack notification, as in the example in the video above, where we create a shared folder based on the draft variables and added the updated draft to it.
• You can find more inspiration about available automation actions, webhooks requests, and additional integrations you can configure here.

Connect updated drafts to your CRM:

• Update a HubSpot Deal when a draft in Contractbook is updated
  • You can connect other CRM systems, such as Salesforce or Pipedrive, and customize the automated workflow.
  • You can add more automation actions to complete the workflow with additional steps.
    • For example, you can automate approval or renewal tasks, use the reached task due date as another automation trigger, add the pending and signed contract to the relevant shared folder, or directly share it with others.
• Update a HubSpot Deal when a contract is fully signed
  • You can update selected deal properties in HubSpot (or another CRM system), which will be connected to the signed contract in Contractbook.
    • All steps can be based on the dynamic template and further customized with additional actions, as shown in the video below:

• • • Find more automation actions and possible in-app integrations here.

Creating automations triggered by a form completion

This automation will allow you to auto-generate a new draft from the dynamic template every time a respondent completes a form:

• Go to the automation builder or use the automations sidebar
• Select the "form is completed" trigger
• Connect any of your forms to the "create a draft" action and choose your dynamic template with the added conditions
• Click on the small plus icon under the trigger step in the automation builder to add any additional actions to your workflow.
  • For example: "Request approval" automatic task assigned to you or another team member:

Define your party and signee details automatically

You can specify the party and signee details of the new draft created from the completed form.

• Select the 'Create a draft' action of the automation
• Head to the party and signees sections under the data tab
• Configure the details by inputting data or selecting variables from the form
  • You can use any variables from your form fields to populate each party and signee section

• Save and publish the automation once you have completed your customizations.

What will happen with data fields from conditions in dynamic templates?

• All conditions you have added to a dynamic template will apply each time an automation connected to it runs or when a new draft is manually created from that template.
• The conditions you have added will be checked and applied to the dynamic template's content.
• If you have any data fields included in the dynamic templates conditions, they will become metadata fields if the condition linked to them is not met.
• Any static text that is not triggered to show will not be shown in the draft.

You can find inspiration about more possible automation actions here.

If you still need additional information or assistance, reach out to us at any time by contacting our Support Team.