Contract Templates
Contract Templates in Coheso’s Work Management System (WMS) allow legal teams to automate the creation of standard agreements by merging user-provided form data with pre-defined document templates. This feature is accessible from the left sidebar on WMS under Contract Templates, and it serves as a central repository for all your contract templates. When a user submits a request via a linked intake form, the system uses the selected template and the form inputs to instantly generate an agreement.
Contract Generation
The Contract Templates section provides an overview of all existing templates, each displayed as a card. You can search templates by name using the search bar, or add a new one by clicking + Create New Template at the top. Existing templates can also be managed from this page, allowing you to update or remove templates as needed.
Creating a New Contract Template
To set up a new contract template for document generation, follow these steps:
Open Contract Templates: In the WMS interface, click on Contract Templates in the left sidebar to open the Contract Generation dashboard. Then click the + Create New Template button.
Enter Template Details: In the Create Template screen, provide a Template Name and a brief Description of the template’s purpose.
Upload Document Template: Click the upload area and select your template document (a
.docxfile up to 10 MB). This Word document should contain the contract text with placeholders for dynamic fields (e.g., effective date, party names, etc.).Define Placeholder Fields: Within your document, ensure you've marked all the fields that will be filled in with requestor data. You can define placeholders by using double curly braces
{{field name}}or double square brackets[[field name]]around the field names. (For example: {{Effective Date}} in the document will be recognized as a placeholder for “Effective Date.”)Create Template: After filling in the name and description and selecting the document, click Create Template. The system uploads and processes the file, automatically extracting any placeholders defined in the template. These extracted placeholders are displayed on the right and become the Template Fields associated with the template.
Managing Templates
All contract templates can be managed directly from the Contract Templates page:
Delete a Template: Click the bin icon on a template card to delete the template. Once deleted, the template will no longer be available for selection in intake forms.
Edit a Template: Click the template card or the pencil icon to open the template details. From here, you can update the template name or description, or replace the uploaded document.
Note: If replacing a document adds, removes, or changes extracted fields, the associated intake form must be updated to remap the affected fields.
Linking a Template to an Intake Form
After creating a template, the next step is to link it to an intake form. Configuring the intake form involves selecting the template and mapping its fields to the form’s questions:
Open Intake Form Settings: Navigate to Intake Forms in WMS and edit the request form where you want to enable contract generation (you can edit an existing form or create a new one specifically). In the form configuration page, you’ll see various sections for form settings.
Enable Contract Generation: Scroll to the Contract Generation section of the form settings. Select Coheso as the Template Provider.
Choose the Template: In the Default Template dropdown, select the contract template that should be generated for this form. This list will include the template you created. Choosing a default template links that template to the form, meaning every time a requestor submits this form, the system will use the selected template to generate an agreement draft.
Configure Comment Posting Preference: In the Comment Type dropdown, choose whether the generated contract should be posted as an Internal Legal Comment (visible only to the legal team) or as a Requestor Comment (visible to the requestor). This setting lets you control who initially sees the generated contract on the request thread. By default (if not configured), the contract will be posted internally for legal review, but power users can change it to post for the requestor instead.
Map Template Fields to Form Fields: Once a template is selected, a Field Mappings panel will appear, listing each extracted placeholder field from your template on the left side. For each placeholder, use the corresponding dropdown on the right to map it to a field in the intake form. You can map to an existing field on your form or create a new form field if one doesn’t already exist for that data point. For example, if your template has a placeholder “Effective Date”, you might create a new form field called Effective Date and map it to that placeholder. Repeat this for all template fields so that every placeholder is linked to a form input. (All mapped fields will be added to the form that requestors fill out, ensuring the form captures all information the template needs.)
Including a Document Identifier
Templates can also include a document identifier to uniquely reference the generated agreement. You can add this by inserting a placeholder such as [[Document Identifier]], [[Document ID]], or any preferred label directly into your document.
Once the template is uploaded, this placeholder is automatically extracted and appears in the Template Fields list. During intake form configuration, it can be mapped to the system-generated Document Identifier field, which is available in the field-mapping dropdown (listed at the bottom). This allows the generated contract to consistently reference its associated request or document ID without requiring requestor input.
Adjust Field Types (if needed): By default, any new fields you create via the mapping interface will be text input fields. You can scroll through the form builder and modify each field’s type to suit the data it should capture. For instance, change a date-related field to a Date picker, use a Dropdown for fields with a set list of options, or a File Upload field for any placeholder that expects a document attachment.
Save and Publish the Form: After mapping all fields and configuring their types, save your changes and Publish the intake form. The form is now set up to generate the linked contract template upon submission.
Request Submission Flow
Once the intake form is published with an attached contract template, users can submit requests using the form:
Automatic Document Generation: When the form is submitted, Coheso automatically triggers the contract generation process. The agent uses the information provided by the requestor and merges it into the selected template to generate the agreement.
Comment Posting: Once the document is generated, the Coheso Agent posts it as a comment on the request. Depending on the form’s configuration, this comment will appear either in the internal legal team’s thread (Internal Legal Dept. Comments) or in the requestor's thread (Requestor comments). In both cases, the comment includes a note indicating that the draft agreement is ready for review, and the generated contract is attached to the comment for easy download.
Last updated