Document Templates

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.

Create PDF document templates in Clio Grow

In Clio Grow, you can use a pre-existing PDF document as a template to create editable document templates. PDF templates are best used to generate documents that require signature and where editing is not required, such as court documents. You can add contact and matter merge fields and generate documents with or without signatures, but you cannot edit the content of the PDF template. PDF templates can be generated from either PDF or Word files.

PDF template No signature PDF template

1. Go to Documents > Templates.
2. Click Create New.
3. Select PDF Template.
4. Name the template, upload your existing PDF document file, and follow the directions in the template builder to create the template.
5. Click Create Template once done.
6. Drag and drop the fields onto the appropriate sections of the document template depending on the color-coded signers.
7. Once done, click Continue.

If you need to generate a document using matter or contact data without any signatures, you can do so by creating a PDF document template that does not require any signatures. Once a document is prepared from this type of template, the document will automatically be added to a matter without the need to be sent for eSignature.

1. Go to Documents > Templates.
2. Click Create New.
3. Select PDF Template.
4. Name the template and upload your existing PDF document file.
5. Go to the HelloSign Settings section, and under Will this document be e-signed by at least one contact? select No.
6. Follow the remaining directions in the template builder to create the template.
7. Click Create Template once done.
8. In the PDF template preview, drag a Signature block anywhere on the template and under Assigned to, select User Signer 1.
   • This block will not be visible on the completed PDF copy when you download or print the document. 
9. Optional: Drag and drop matter and/or contact fields onto the appropriate sections of the document template depending on the color-coded signers.
10. Once done, click Continue.
11. Go to the matter for which you want to prepare a signature-free document.
12. Under Add single item, select Prepare Document.
13. Select Use template.
14. Under Document templates, select the signature-free PDF template you created.
15. Click Draft document. 

Create text editor document templates in Clio Grow

In Clio Grow, you can use Clio Grow’s built-in text editor template to create editable document templates. 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.

1. Go to Documents > Templates.
2. Click Create New.
3. Select Text Editor Template.
4. Give your template a name.
5. Optional: Check the box for Add Your Letterhead to add your firm’s letterhead to the document template.
6. Optional: Check the box for Include page numbering to number the pages of the document template.
7. Click Edit Settings to decide how many people and/or companies will be inserted into the document and to configure online signature settings. Once you are finished with the document settings, click Save Settings.
   • How many people are in this document: Here you can select the number of people contacts whose information will automatically be inserted into the template when the template is used to draft a document. Person fields will be labeled with the letter "P" in the template. 
   • How many companies are in this document: Here you can select the number of company contacts whose information will automatically be inserted into the template when the template is used to draft a document. Company fields will be labeled with the letter "C" in the template.
   • Under HelloSign Settings, check the box for Yes to make the document signable or check the box for No to make it not signable. If you select Yes, you will need to select the number of contacts/clients and firm users who will sign the document. Learn more about sending prepared documents for eSignature here.
8. In the Document Template Body of the document template builder, 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.
9. Click Save Template once done.

Overview of 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 that you created. These fields will be highlighted in yellow within the document template builder.

Matter Fields

Includes all default matter fields and matter custom fields that you created. 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.

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.

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.
   
   • 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.
   • You can use merge fields for all types of custom fields as long as the custom fields have been added to the matter. Learn more about custom field types in Clio Manage here.
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.