Creating Contract Types and Building Templates
Create a Contract Type
- Select the Admin tab at the top of the page.
- Select Contract Types from the left panel.
- Click New Contract Type at the top-right corner of the contract types list page.
- Enter the details in the Basic Details form, then click Next at the top-right corner.
- Select Create From Scratch to build the template from scratch or select Upload Word Template to upload an existing template in MS Word format in the Template form.
If you've selected Create From Scratch, click Save and Continue at the top-right corner of the page. You will be redirected to the Edit Template page to build the template as mentioned below.
Upload a Contract Type
- Select the Admin tab at the top of the page.
- Select Contract Types from the left panel.
- Click New Contract Type at the top-right corner of the contract types list page.
- Enter the details in the Basic Details form, then click Next at the top-right corner.
- Select Upload Word Template in the Template form.
- Select Convert to Zoho Writer Format or Retain MS Word Format from the Document Format and Editor.
- Click to select the file or drag and drop the file, then click Save at the top-right corner.
You will be redirected to the contract type details page, where you can edit the template and publish the contract type to use it.
- The Microsoft Word desktop application is required to edit and manage contract types created using MS Word.
- By uploading a contract type, you will miss out on the following features that are powered by Zoho Contracts native template format:
- Reusability of commonly used clauses across contract types.
- Document Assembly at the time of contract authoring to help contract authors to choose the right language based on the context using the standard and alternative language classification.
- Conditional selection of Intro Text and Term clause based on the Contract Effective Date and Term details in the Contract form and the related configurations.
- Capturing clause additions, changes, and removals in Amendment letters.
- Other related data processing functions, like the generation of clause-based reports.
Build and Publish a Contract Type Template
The content in a contract template comprises of five parts: Title, Intro Text, Clauses, Ending Text, and Attachments.To learn more, see Contract Types Overview.
Title
- To edit the Title, click
by hovering over the title, then select Edit Title in the Edit Template page.
- Enter the Title, apply the formatting options in the Edit Title dialog box, then click Update.
Intro Text
- To add the Intro Text for the template, click Add Intro Text in the Edit Template page. Enter the Intro Text in the Add Intro Text dialog box, then click Add.
Note: Each contract type template will have two variants of the Intro Text based on the effective date of the contract. The effective date could either be From a Specific Date or On Execution.
- To add the Intro Text for both cases, select the radio button in the Add Intro Text dialog box, then enter the text.Note: A default intro text will be available in the Add Intro Text dialog box. You can use the same text, or type a new one.
Clauses
To insert clauses to the template, click Insert Clause. You can either insert a clause from the Clause Library, or insert a new clause directly.
To insert a clause from the Clause Library, choose Insert From Library after clicking Insert Clause in the Edit Template page. You will be redirected to the insert clause page.
In the Search Clause field at the top of the left panel, enter the name of the clause. Click the name of the clause from the results in the left panel to view the languages of the respective clause.
To set a clause language as standard, click More
Select the standard or an alternate clause by clicking the checkbox next to the respective clause in the right panel. The standard clause will be selected by default when you click the checkbox next to the name of the clause in the left panel.
Note: You can also select multiple languages from the same clause.
Click Insert at the bottom-right corner of the page to insert the selected clauses in the template.
To add a new clause manually, select the Add New tab at the top of the Insert Clause page. You can also click Insert Clause in the Edit Template page, then choose Add New. You will be redirected to the Add New Clause page. To learn how to add a new clause and insert fields in it, see Adding and Managing Clauses. The clause you add will be inserted into the template, and will also be added to the clause library.
To view the fields available in the contract type template, select the Fields tab on the right panel of the Edit Template page.
To edit the default value of a field in the contract type template, hover the mouse pointer on the field in the Fields tab on the right panel of the Edit Template page, click Edit
, enter the default value, then click Save.
Note: The default value entered for a field will only be applied to this contract type. This change will not be reflected in the Default Value field present in the field's Edit Custom Field form.To view the clauses available in the contract type template, select the Clauses tab on the right panel of the Edit Template page.
To reorder the clauses available in the contract type template, click Reorder Clauses at the bottom of the Clauses tab on the right panel of the Edit Template page, drag and drop the clauses, then click Save.
To change the question of a clause, click More
next to the clause that you want to change the question for in the Clauses tab on the right panel of the Edit Template page, then choose Change Question. In the dialog box that pops up, enter the question in the text area, then click Update.
Note: The change that you make to the question of the clause will only be applied to this contract type. This change will not be reflected in the Clause Library.
Ending Text
To add the Ending Text for the template, click Add Ending Text. Enter the Ending Text in the Add Ending Text dialog box, then click Add.
To add signature placeholders, click Table
in the Ending Text window and select the number of cells based on the number of contract signers. After that, place the cursor in a table cell, click Insert Signatory Block to add the placeholders for the signer details. Repeat this step for all the signers.
Attachments
To add the Attachments for the template, click Add Attachment. Choose the type of attachment and enter the attachment details in the Add Attachment dialog box, then click Add. Repeat this step for adding multiple attachments.
To insert a page break between the attachments, click the dropdown arrow on the Add Attachment button and select Insert Page Break.
To view the attachments in the contract type template, select the Attachments tab on the right panel of the Edit Template page.
To reorder the attachments and page breaks in the contract type template, click Re-order at the bottom of the Attachments tab on the right panel of the Edit Template page, drag and drop them, then click Save.
To edit, delete, or to create a copy of the attachment, place the cursor on the attachment and click More
, then choose the desired option.
Note:
You can customize the options available under the list of attachment types via Choice Lists. To learn more, see Adding and Managing Choice List Values.
The Attachments feature is only available in the paid plans. To learn more, see our plan comparison page.
Preview and Publish the Contract Type Template
To view the preview of the contract template after you build the template, click Preview at the top-right corner of the Edit Template page.
To publish the template, click Close at the top-right corner of the Edit Template page, then click Publish at the top of the contract type details page.
After you publish the contract type template when a contract owner creates a new contract with the same contract type, the template will be available in the contract document editor. The contract owner will be able to edit the content in the template at the time of authoring. To learn more, see Creating and Authoring a Contract.
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