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Mapping Fields in a Creation Template

Once you have formatted your company's contract so that it can be used as a Novatus Creation Template, you must upload the MS Word document and map the variable information (merge fields) in the document to Novatus system fields.  Each merge field in the Word document must be mapped to one of the following types of fields in Novatus:

Uploading the Formatted MS Word Document

1.   Click Admin in the Navigation Toolbar, and click the Creation Templates link.

2.   In the Creation Template Browse screen, click New Template.

3.  In the New Template Creation screen:

  • Enter a name and description for the template.
  • Select the type of document you are uploading from the list of available document types.
  • Click Browse to open the File Upload window, navigate to the formatted document, and click on it to select it.  Click Open to upload the document.

4.  Click Save.

  If there are any formatting errors in the document you are uploading, the system will display an error message that identifies the types of errors in your document.

In the Creation Template Edit screen, map the merge fields in the document to the Novatus system fields, additional form fields, and clauses.

Mapping MS Word Merge Fields to Novatus Profile Fields

Once you upload a MS Word document as a Creation Template, the Creation Template Edit screen displays. To continue creating the template, you must map the merge fields in the document to Novatus fields in the Contract and Company Profiles. If the uploaded document contains any merge fields that correspond to the additional fields that have been added to a Contract or Company Profile, these fields must also be mapped.

1.  In the Creation Template Edit screen, ensure the Creation Template Fields tab is selected.

CreationTemplate1.png

2.  Select Main in the Merge Table list.

3.  Double-click in the first System Field Name field to activate the list, and select the Company or Contract field that matches the corresponding Merge Field Name field. For example, the Address_Line_1 merge field is mapped to the Company Address Line 1 system field.

4.  Map the remaining fields.

  • For any date or currency fields, double-click in the Format field to activate the list, and then select a date or currency format.

5.  (Optional) Select the Allow Alternate Locations check box to allow users to select any of the addresses stored for the company, including the address of its Legal Entity, when creating a contract using this template in the Creation Wizard.

6. (Optional) Select the Keep Unused Regions check box to prevent text preceding an additional form merge field in the  generated contract to be erased when the additional form has not been captured in the Contract Profile from which the Creation Wizard was launched.

7.  (Optional) Change the default selection in the Output File Type list to create the contract as a PDF file or a different version of MS Word.

8.  Select the Active check box to make the creation template available to users when you are finished developing the template.

9.  Click Save.

In the Creation Template Edit screen, map any additional form merge fields in the document to system fields, as well as any clause merge field to a clause in the Clause Library.

Mapping MS Word Merge Fields to Additional Form Fields

Once you upload a MS Word document as a creation template, and map the merge fields in the document to system and additional fields in the Contract and Company Profiles, you must also map any merge field in the document that corresponds to a field in an additional form that has been added to Novatus.

1.  In the Creation Template Edit screen, ensure the Creation Template Fields tab is selected.

2.  In the Merge Table list, change the selection from Main to an additional form name.  For example, Payment_Terms.

3.  When the screen refreshes, make a selection in the Data Table list that corresponds to the selection in the Merge Table list, and click on it to select it.

  The Data Table list contains three separate and consecutive alphabetized lists for additional forms: (1) a mixed listing of all the company, contract, and project additional forms that Administrators have added to Novatus (2) a listing of the item selections that Administrators have added to the Contract Responsibilities list in the Contract category in the List Administration screen, and (3) a listing of the item selections that Administrators have added to the Location Type list in the Address category of the List Administration screen.

CreationTemplate2.png

4.  Double-click in the first System Field Name field to activate the list, and select the additional form field that matches the corresponding Merge Field Name field. For example, the Monthly_Payment_Amount merge field is mapped to the Monthly Payment Amount system field.

5.  Map the remaining fields.

  • For any date or currency fields, double-click in the Format field to activate the list, and then select a date or currency format.
6.  Click Save.

In the Creation Template Edit screen, map any clause merge field to a clause in the Clause Library.

Mapping MS Word Merge Fields to Clauses

Once you upload a MS Word document as a creation template, map the merge fields in the document to system and additional fields in the Contract and Company Profiles, and map any additional form fields, you must then map any merge field that has been linked to a clause in your Clause Library.

1.  In the Creation Template Edit screen, click the Clause Mapping tab.

CreationTemplate3.png

2.  Double-click in the first Clause Type/Clause Name field to activate the list, and select the clause that matches the clause displayed in the corresponding Merge Field Name field. For example, the Governing_Law merge field is mapped to Clause:Governing Law in the Clause Library.

  If you are running Clause ID & Management, there will be clauses that include the phrase System Added Description or Default Description.  In selecting a clause for mapping, use only the clauses that follow the Clause: [Clause Name] format.  For example, Clause:Software Warranty.

3.  Map the remaining clauses.

4.  Click the Creation Template Fields tab to return to the main view, and click Save.

Once you have completed the mapping, you can add questions/actions to the template, as well as restrictions to control the types of contracts that can be created using the template.