Purpose
Create standardised contracts from pre-built Word templates using the Contract Builder. This flow merges form data into a .docx template, generates a professional contract document, sends it for electronic signature via DocuSign, and creates the contract record — all in one streamlined process.
Benefits
- Ensures contract consistency — every contract of the same type uses the same approved template and language.
- Eliminates manual document preparation — merge fields auto-populate from form data.
- Integrates electronic signatures seamlessly — DocuSign sends the document to both parties for signing automatically.
- Reduces turnaround time from days to minutes — template selection, data entry, document generation, and signature all happen in one session.
- Maintains an audit trail — the generated document, signature status, and all metadata are linked to the contract record.
What You Need
- A Word document (.docx) template with merge-field placeholders (uploaded in the Template module).
- Template fields mapped to contract data — company name, dates, values, party details.
- DocuSign integration configured in Connectors (API credentials, sender identity).
- An existing Supplier or Customer record.
- Contract details — type, value, dates, department, and any custom fields defined in the template.
Outcome
A contract record created in the Contract Hub with an auto-generated Word document attached. The document is sent via DocuSign — first to the Organisation's designated signer (configured in Organisation → Settings), then to the external party (Customer or Supplier) — for electronic signature. Signature progress is tracked in the Document Signature module. Once both parties sign, the signed document is stored and the contract is fully active.
Template Creation Flow
Prerequisites
- Platform setup completed (Organisation, Users, Departments)
- A Word document (.docx) prepared with merge-field placeholders
- DocuSign integration configured in Connectors
- Supplier or Customer record already created
Creation Steps
1
Create a Word document with placeholder fields (e.g., {{CompanyName}}, {{ContractValue}}, {{StartDate}}). This document becomes the contract output. Design it with your organisation's branding, legal clauses, and signature blocks.
Business Value:The Word template defines the document structure, legal language, and merge-field placeholders. Uploading it first means the Builder has a template to work with. Templates ensure every contract of the same type is consistent.
Depends On:Organisation must exist. The template .docx file is prepared offline with merge-field placeholders matching platform fields.
Enables:Contract Builder (Step 2) uses this template to generate the document. Merge fields are mapped to form fields.
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2
In the Contract Template module, create a new template. Upload the Word document, define sections and components (form fields that map to placeholders), set the template type (buy-side/sell-side), and configure which fields are mandatory.
Business Value:The Builder form collects the data that will be merged into the template. Each form field maps to a merge-field placeholder in the Word document. This is where contract-specific details (parties, dates, values) are entered.
Depends On:Template (Step 1) — the form fields are determined by the merge-field placeholders defined in the template.
Enables:Document generation (Step 3) — form data is merged into the template to produce the contract document.
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3
Open the Contract Builder, select your template, and fill in the form. The builder presents the template's sections as a guided form. Enter contract details, select supplier/customer, set dates and values. The system merges your inputs into the Word template.
Business Value:Document generation combines the template structure with the entered data to produce a professional contract document. This eliminates manual document preparation and ensures consistency across all contracts of the same type.
Depends On:Builder form (Step 2) — data entered in the form populates the merge fields in the template.
Enables:DocuSign (Step 4) — the generated document is sent for electronic signature. A contract record is also created in the Contract Hub.
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4
The generated document is sent to DocuSign for electronic signatures. Signers receive email invitations. The Organisation's designated signer signs first, then the external party (supplier/customer contact). Signature status is tracked in real time.
Business Value:Electronic signature removes the need for printing, signing, scanning, and emailing. DocuSign sends the document first to the Organisation's designated signer (configured in Organisation → Settings), then to the external party, creating a legally binding signed copy.
Depends On:Generated document (Step 3) — the Word document is sent to DocuSign. Connectors — DocuSign API credentials configured in the Connectors module.
Enables:Document Signature module tracks the signing progress. Once both parties sign, the signed document is stored against the contract record.
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5
Monitor signature progress in the Document Signature module. View who has signed, who is pending, and resend reminders if needed. Once all parties sign, the signed document is stored against the contract record.
Business Value:The contract record is now live in the Contract Hub with the generated document attached and signature status tracked. The contract enters the standard lifecycle — visible in listings, dashboards, and reports.
Depends On:All previous steps — the contract record combines template-generated document + form data + signature tracking.
Enables:Dashboard, Calendar, Reports, Service Manager. If created by a Super User, the approval workflow triggers. SLAs and Performance Trackers can be assigned.
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6
After the builder completes, a contract record is created in Draft status. All form data populates the contract fields automatically. If governance rules apply, the contract enters the approval workflow.
Business Value:The contract starts in Draft status, meaning it is created but not yet active. This allows the Department Admin to review and approve before it becomes operational. Draft contracts are visible in listings but do not trigger SLA evaluations or cost tracking.
Depends On:Builder (Steps 1–3) — the contract record is created with the generated document attached. DocuSign (Steps 4–5) — the signature process runs in parallel.
Enables:Department approval workflow — if created by a Super User, the Draft contract routes to the Department Admin. Once approved, it moves to Active (Step 7).
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7
Once signatures are complete and any approvals are granted, the contract moves to Active status. It appears in the Contract Listing with full tracking capabilities — SLA, performance, cost, and service aggregation.
Business Value:An Active contract is fully operational — SLAs begin evaluating, cost tracking starts, and the contract appears in dashboards, reports, and calendars. This is the end state of the template-based creation flow.
Depends On:Department approval — the Dept Admin approves the Draft contract. DocuSign — the signed document is stored against the contract record.
Enables:All downstream modules — SLA/RAG monitoring, Performance Tracking, Cost Tracking, Dashboard, Reports, Calendar, Data Visualisation, Service Manager.
Result
A standardised contract created from a template, with a professionally formatted Word document signed electronically via DocuSign. The contract record is fully populated and active, with the signed document stored for reference.