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Managing Contract Templates

Organize, maintain, and control access to your contract templates. Proper template management ensures your team uses the right templates and keeps your legal content current.

Viewing Templates​

Template List​

Navigate to Settings > Projects > Contract Templates to see all templates:

ColumnDescription
NameTemplate name
Contract TypeWhat type of contract this template creates
DescriptionPurpose or use case
StatusActive or Inactive
Last ModifiedWhen template was last updated

Filtering Templates​

Filter the list by:

  • Contract Type - Show only templates for a specific type
  • Status - Active only, Inactive only, or All
  • Search - Find templates by name or description

Template Status​

Active Templates​

  • Available for selection when creating contracts
  • Appear in template dropdown on contract creation screen
  • Should be reviewed periodically for accuracy

Inactive Templates​

  • Not available for new contracts
  • Existing contracts using this template are unaffected
  • Useful for:
    • Retired templates you may need to reference
    • Templates under review or being updated
    • Seasonal or temporary templates

Activating/Deactivating Templates​

  1. Open the template
  2. Toggle the Active status
  3. Save changes

Deactivating a template does not affect contracts already created from it.

Editing Templates​

Making Changes​

  1. Open the template from the list
  2. Modify content, settings, or structure
  3. Save changes

Impact of Changes​

Template changes affect new contracts only:

  • Contracts already created keep their original content
  • Changes do not retroactively update existing contracts
  • This protects signed contracts from unintended modifications

Version Considerations​

If you need to make significant changes:

  1. Minor updates - Edit the existing template directly
  2. Major changes - Consider creating a new template and deactivating the old one
  3. Legal changes - Have counsel review before implementing

Duplicating Templates​

Create a copy of an existing template:

  1. Open the template
  2. Click Duplicate or Copy
  3. Give the copy a unique name
  4. Modify as needed
  5. Save

Use duplication when:

  • Creating variations for different scenarios
  • Testing changes without affecting production templates
  • Building templates for different contract types with similar terms

Organizing Templates​

Naming Conventions​

Use clear, consistent names:

Good examples:

  • "Standard Project Proposal - Residential"
  • "Design Services Agreement - Commercial"
  • "Change Order - Standard Terms"

Avoid:

  • "Template 1"
  • "New template (2)"
  • "Copy of Standard"

Description Field​

Use the description to note:

  • When to use this template
  • Key differences from similar templates
  • Any special requirements

Example:

Use for residential remodel projects over $50,000.
Includes extended warranty terms and HOA provisions.
Updated with new insurance requirements Jan 2024.

Deleting Templates​

When to Delete​

Delete templates that:

  • Were created by mistake
  • Were never used
  • Have been superseded and have no historical value

Before Deleting​

Check whether:

  • Any contracts were created using this template
  • The template should be archived instead (set to inactive)
  • Other team members might need it

Deletion Process​

  1. Open the template
  2. Click Delete
  3. Confirm deletion

Deleted templates cannot be recovered.

Template Permissions​

Who Can Manage Templates​

Template management typically requires administrator permissions:

ActionRequired Permission
View templatesView Settings
Create templatesManage Settings
Edit templatesManage Settings
Delete templatesManage Settings
Use templatesCreate Contracts

Controlling Template Availability​

Use the Active status to control which templates appear for users:

  • Active templates are available to all users who can create contracts
  • Inactive templates are hidden from the selection list

Maintenance Best Practices​

Regular Reviews​

Schedule periodic reviews of all templates:

Quarterly:

  • Verify contact information is current
  • Check for outdated references

Annually:

  • Review terms and conditions with legal counsel
  • Update insurance limits and license numbers
  • Verify compliance with current regulations

Change Documentation​

Track template changes:

  • Note what changed and why
  • Record the date and who made changes
  • Keep records of major revisions

Template Testing​

Before using a new or updated template:

  1. Create a test contract
  2. Review formatting and layout
  3. Check that all sections appear as expected
  4. Verify payment schedule displays correctly
  5. Have a colleague review if significant changes

Backup Considerations​

  • Export important templates periodically
  • Keep copies of current versions before major changes
  • Document template history for compliance

Troubleshooting​

Template Not Appearing in List​

  • Check the Active status
  • Verify your user permissions
  • Confirm the contract type filter

Changes Not Showing in Contracts​

  • Template changes only affect new contracts
  • Existing contracts retain their original content
  • Clear browser cache if you've just made changes

Wrong Template Used​

If a contract was created with the wrong template:

  • The contract content can still be edited
  • Consider voiding and recreating if significant
  • Review template naming to prevent future errors