Document Templates in Clio Manage

In Clio Manage, you can use document templates to create standardised documents, such as engagement letters and trust agreements, that pull in unique contact and matter information through the use of merge fields. You can create document templates from Word, Excel, PowerPoint, and PDF files. This article covers how to create document templates in Clio Manage. If you also use Clio Grow, you can learn how to create and manage Document Templates in Clio Grow.

Create document templates in Clio Manage

The following steps describe how to populate your document file with merge fields and then create the file as a template in Clio Manage.

Step 1: Insert merge fields

Merge fields are codes that are used in place of specific client data that will automatically pull information from a contact or matter and fill them into your documents. If you insert merge fields in place of specific contact and matter information in your document file, Clio will automatically pull in data relevant to that contact or matter once the document is uploaded to Clio Manage as a template.

1. Prepare a document file with relevant content.
2. In Clio Manage, go to Settings > Documents > Document Template Merge Fields.
3. Optional: In the Select A Matter field, choose a matter to see the merge field data specific to that matter. If a merge field’s value is blank, this means that specific field data has not been entered for that matter.

4. Click the clipboard icon to copy a merge field:

   Note: Merge fields for related contacts can only be used if the selected matter has a related contact. You can add a related contact to a matter from the matter's Dashboard or by editing the matter. Learn more here.

   • Word: Paste the merge field in place of the specific client data in the document file that you are working on, including the brackets. For example, if you replace a client’s name in the document file with the <<Matter.Client.Name>> merge field, then the client’s name will automatically populate when using the template.
   • Excel: Paste the merge field in place of the specific client data in the document file that you are working on without the brackets. For example, if you replace a client’s name in a cell with the Matter.Client.Name merge field under the column name, then the client’s name will automatically populate when using the template.
   • PDF: 
     1. Open your PDF with Adobe Acrobat.
     2. Click Tools > Prepare Form.
     3. Click the Text Field tool and add the text field to your document.
     4. Right-click (Windows) or command-click (Mac) the text field, then select Properties.
     5. In the Name field, paste your merge field, without the container symbols (<< >>), for example, Matter.Client.Name.
5. Repeat Step 4 for all other necessary merge fields.
6. Save this file to your computer.

Step 2: Upload the template

After adding merge fields to your document file on your computer, you can upload the saved file to Clio Manage and use it as a template for all other matters that require that template.

1. Go to Documents > Categories and templates > Templates.
2. Click New template.
3. Choose the document file with the inserted merge fields.
4. Name the template and optionally select a document category for the template. Learn more about document categories here.
5. Click Save.

Edit document templates in Clio Manage

Once a document template is uploaded to Clio Manage, you can edit the template name and category and replace the file with a newer version.

1. Go to Documents > Categories and templates > Templates.
2. Click Edit next to a template’s name.
3. Make your changes.
4. Click Save.

Delete document templates in Clio Manage

If you no longer need a Clio Manage document template, you can permanently delete it.

1. Go to Documents > Categories and templates > Templates.
2. Find the template that you want to delete.
3. Click the down arrow next to Edit and select Delete.
4. When the warning prompt appears, select Delete.