Management of Word templates

Legalsense offers the option to activate Microsoft Word files (in the form of templates) in the software to generate documents from the matter page. This feature is used, for example, to create letters in a matter where the matter details and contact details are put into the letter by Legalsense based on the positions (fields) specified in the template. After a document is created, it is offered as a 'download' to the web browser and can be saved or opened. From that moment on, there is no link between the document and the matter in Legalsense.

Template management

Template management in Legalsense is not accessible by default and must be set up in consultation with Legalsense. When the access is set up, the templates can be found under 'Settings' - 'Lists' - 'WORD templates'.

In the template management, templates can be added or existing templates can be overwritten. By clicking on the name of a template, the name can be changed or the existing template can be replaced by another template (upload). Choose the 'New template' option to add an additional template. It is only possible to upload files with the extension of .docx.

Setting up Word files/templates

Legalsense templates are usually ordinary Microsoft Word files into which certain fields have been added that correspond to Legalsense's data model. Legalsense then populates these fields with the relevant data from the system when creating a document. The fields are of the type 'MergeField'. Attached is a sample letter with a number of fields. This example can be used to copy the notation of the fields from.

Field names

The list of possible field names is rather extensive because theoretically almost all data stored at contact, client or matter level in Legalsense can be accessed. It is also possible to add (or have added) additional fields in Legalsense. These fields can then also be used in the Word templates.

Here is a short list of possible field names:

• your reference: their_reference
• shipping mode: mailing_option
• salutation contact: salutation
• fax number contact: fax
• email address contact: email
• date the document was created: date_created
• full address: address_label

Sender

All sorts of info about the person (see below for name fields), e.g. sender.function, sender.email.

Additional (custom) fields - own phone numbers etc. (note: these fields must first be created and entered by Legalsense).

Client/Dossier/Contact

• Matter name: matter.name
• Matter display name: matter (as matters are also displayed in Legalsense)
• Matter number: matter.format_number
• Practice area: matter.practice_area
• Matter type: matter.matter_type
• Client: matter.client
• Client number: matter.client.format_number
• Court roll number: matter.docket_number
• Court reference: matter.court_reference_number
• Legal aid number: matter.legal_aid_number
• Name of contact: contact
• First name of selected contact: contact_person.first_name
• Last name of selected contact: contact_person.get_last_name
• Full name of selected contact: contact_person.get_full_name

Names

• Sender full name (e.g. Donald Draper): sender.userprofile.get_name
• Sender last name (with prefix, e.g. Rex Van de Camp): sender.userprofile.get_full_last_name
• Sender name with initials (e.g. D. Draper): sender.userprofile.get_initials_name
• Sender last name first (e.g. Draper, Donald):
  sender.userprofile.get_name_phonebook_notation
• Sender initials (e.g. D.): sender.userprofile.initials
• Sender abbreviation (name): user.userprofile.get_abbreviation

This notation also applies to rendering other names of Legalsense users. So for example for the supervisor in a matter:

matter.get_supervising_user.userprofile.get_name

Or the one who creates the document (the logged in user): 

user.userprofile.get_name

Conditional Logic

In Microsoft Word, it is possible to add certain logic to fields. This can be, for example, a text that is put before or after a field when it is actually filled in. Consider the field for displaying 'By fax: 020 345 34000'. In that case it is convenient to have 'By fax:' appear only when a fax number is also available.