Objectives

• Add Supporting Documents to contract templates
• Replace Variables in Supporting Documents

Steps

Supporting documents are additional files attached to a contract template that provide essential references, guidelines, or supplementary information to ensure completeness and consistency in contract management.

This guide will walk you through enabling and managing supporting documents in contract templates.

1. Access Contract Template Settings

• Open the Contra module.
• Navigate to Contract Templates from the Contracts & Documents dropdown menu.

• Select an existing template to edit or create a new one.

2. Enable and Upload Supporting Documents

• In the Template Details page, enable the Supporting Documents option.

• Upload the required supporting documents (maximum of 7 documents).

3. Manage Supporting Documents Options

You have three options when configuring supporting documents:

A. Downloadable Supporting Documents

• Supporting documents will be available in the contract template form for users to download and review before contract creation.

B. Auto-Attach Supporting Documents to Contracts

• Enabling this option ensures that supporting documents are automatically attached to the contract’s Attachments tab after contract creation.

• This makes it easier for users to access and manage documents from the Document Management System.

C. Variable Replacement in Supporting Documents

• Enable this option to replace variables inside supporting documents with actual values, similar to how variables are replaced in the main contract document.

• If disabled, variables in supporting documents will remain unchanged.

4. Configuring Variables in Supporting Documents

If you want to replace variables in supporting documents:

• Add variables to the supporting document file (use the same format as when creating the template file).

• If the variable already exists in the main contract template, it will be filled with the same value.
• If it’s a new variable, you must add it to the questionnaire:
  • Go to the Template Pages tab.
  • Select the page where you want to add the new variable.
  • Specify:
    • Variable Name (must match how it appears in the document)
    • Type (Document or System Variable), and Map it to the corresponding field.
    • Question to be asked
    • Whether it is required or visible

5. Creating a Contract with Supporting Documents

• Start creating a contract from the template.
• Select the contract type and the template.

• Once selected, the supporting documents will appear for download if needed.
• Fill out the required fields in the contract template.
• Submit the contract.

After contract creation:

• Go to the Attachments tab.
• You will find:
  • The main contract file
  • The supporting documents
  • If any supporting document contains variables, it will appear with the replaced values.

For more information about LEXZUR, kindly reach out to us at help@lexzur.com.

Thank you!