Document Templates

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In Clio, document templates are used to quickly and efficiently draft documents that are used across multiple matters. In both Clio Grow and Clio Manage, you can use document merge fields to pull-in specific contact and matter information to prepare a document more quickly. This means that once a generic document template is uploaded, you can use it across multiple matters by changing merge fields.

Tip: Once you have a document template, you can prepare the document for a specific client and then send it for their signature. Learn more about preparing documents here and sending documents for eSignature here.

Create document templates in Clio Grow

In Clio Grow, you can use a pre-existing PDF document as a template or use Clio Grow’s built-in text editor template to create editable document templates. PDF templates are best for standard documents that do not require editing, such as court documents, and documents that require signatures. Text-editor templates are best for documents that require heavy editing or do not require signatures.

Note: Documents use information taken from the intake process. They should not be used to collect client information. If you need to gather client data, use intake forms in Clio Grow.

Text editor template PDF template

Text editor templates are best used for document templates that require editing or where a signature is not required. You can, however, add signature fields if necessary. You can also use merge fields to pull in contact and matter information, which eliminates errors compared to writing the document manually. Follow the steps below to create a text editor template.

Tip: Create custom fields before creating a text editor template. This way you can use your custom fields in the document template.

  1. Go to Documents > Templates.
  2. Click Create New.
  3. Select Text Editor Template.
  4. Name the template, either copy and paste an existing document’s information or start typing to create your document template, and then add merge fields. Check formatting if you choose to copy and paste content. Learn more about merge fields in the section below.
  5. Optional: Check the box for Add Your Letterhead to add your firm’s letterhead to the document template.
  6. Optional: Click Edit Settings to make the document signable or not signable.
  7. Click Save Template once done.

 

Text-editor template merge fields

There are several different kinds of merge fields that you can add to a text editor template. They are color-coded throughout the template for easy visual recognition, as explained below:

Person Fields
Includes all default contact fields and contact custom fields. These fields will be highlighted in yellow within the document template builder.
Matter Fields
Includes all default matter fields and matter custom fields. These fields will be highlighted in orange within the document template builder.
Company Fields
Includes all default contact fields and contact custom fields. These fields will also be highlighted in yellow within the document template builder.
Dropbox Sign
You can add signature blocks, fillable text boxes, checkboxes, initials fields, or date fields into your template and they will automatically be converted into signable fields in Dropbox Sign. These fields will be highlighted in blue within the document template builder
Additional Fields
Other relevant information such as the current day’s date in various formats, the name of the user drafting the document, or the name of the law firm. These fields will be highlighted in green within the document template builder

 

Edit and duplicate document templates in Clio Grow

After creating a document template in Clio Grow, you can still fully edit a text editor template and change merge fields for a PDF template. You can also duplicate a text editor template in case you need to create a second similar document with minor changes.

Edit PDF template or text-editor template Duplicate text-editor template
  1. Go to Documents > Templates.
  2. Click Edit Template.
  3. Make your changes.
  4. Click Save template.

 

Archive and restore document templates in Clio Grow

If you no longer need to use a document template in Clio Grow, you can archive it. Archived templates are not deleted. They are sent to a hidden state where they can be restored if necessary.

Archive Restore
  1. Go to Documents > Templates.
  2. Click Archive next to the document template’s name.

 

Create document templates in Clio Manage

In Clio Manage, you can use document templates to create standardized 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 XML files. Follow the two steps below 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 and then paste that merge field in place of the specific client data in the document file that you are working on. 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.
  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.

 

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