This guide provides step-by-step instructions for setting up and managing Word templates in Legatics, enabling your organization to maintain brand consistency and produce professionally formatted documents.
Note: Word templates can be tricky to setup. If you're having trouble, contact us at support@legatics.com and we can help out!
Templates you can upload
The table below outlines the two templates you can upload. It includes examples of placeholders (formatted examples with variables) and sample exports (examples populated with dummy data).
Note: If you don't upload a landscape or portrait template, our default Legatics branded template will apply
Template | Used when | Placeholder | Sample |
Landscape | |||
Portrait | User downloads a zip of file in a list and includes a Word index |
Preparing your templates
Style your template
You can really customise your Word templates. From cover pages to headers and footers - this is your chance to make your firm look modern and unique. When preparing your templates:
File format: Ensure your templates are saved in .docx format.
Design Elements: Incorporate cover pages, headers, footers, and other branding elements to align with your organization's style guidelines.
Font Styles: Base all font styles on the "Normal" style to ensure compatibility.
Images: If adding images, set them to wrap "behind text" and send them "behind text."
Add placeholders
You can add placeholders into your template. When you do, they'll populate with specific information from the matter.
Placeholder | When the template is used, this will populate with |
matter_name | The name of the matter |
matter_description | The description of the matter |
client_number | The number given to the client of the matter |
matter_number | The number given to the matter |
download_type | The name of the list |
download_date | The date the list was exported by the user |
table_placeholder | The data in the list (this placeholder can only be added once) |
Critical: You need to include table_placholder for your templates to work
Info: All placeholders, except for table_placeholder, can used multiple times
Note: To make sure placeholders are recognised, when you add placeholders into your templates:
Copy and paste the entire placeholder text into the desired location in your template.
Avoid editing placeholders manually. If changes are needed, delete and reinsert the placeholder.
Remove any spaces after placeholders to ensure proper functionality.
Create a text style
We insert a "Status key" table setting out the progress of each item in your list. Above this table is the text "Status key". You need to create a text style in your Word document to apply to this text.
Tip: Instead of customising a Word default, create a new table style and give it a descriptive name like "Legatics title"
Create a table style
Word templates for lists have two tables. One for the "Status" key and another for the data in the list. You'll need to create a table style in your templates. Set out below are things to keep in mind when doing so.
Tip: Instead of customising a Word default, create a new table style and give it a descriptive name like "Legatics table"
Formatting of sections
The formatting of sections is controlled by applying formatting to the Header row.
Formatting of sub-sections and number column
The formatting of sub-sections and the number column is controlled by applying formatting to the First column.
Limitations
Fill colour and text colour: For sections, sub-sections and number columns isn't controlled from table style. Instead, it's done in Legatics (see below).
Specify width of table: You can't specify the width of columns. This is done automatically by the system in proportion to the columns width in the list.
Keep with next: The "Keep with next" feature is not supported. Applying it will not affect section or sub-section placements.
Uploading your templates to Legatics
Upload your template
Go to Templates > Word from the sidebar. You'll see two upload boxes, one for landscape and another for portrait templates. Upload the template you want to work on into the correct box.
Apply settings
Once the file is uploaded, you'll have the ability to apply some settings to your template. The table below sets out the settings available.
Title style | This shows you all of the text styles available in your template. You need to select the text style you created that you want to use as your title style. |
Table style | This shows you all of the table styles available in your template. You need to select the table style you created that you want to use as your title style. |
Table sections | Legatics lists support sections, which can have different levels. When these are downloaded into a Word table, they become a row that stretches across the table.
You can specify the
These can be customised for first two levels of sections. Any fill colour or text colour applied to the 3rd level is applied to all subsequent levels. |
Test your template
Before you save your changes, press "Test template" to download an example file with dummy data. It will help give a realistic sense of what users will see when your template is saved.
Info: To test the template on one of your own lists, you'll need to save it first
Save your template
Once you're happy with the setup, press Save to apply the template.
Great job: The template will now be available for anyone using your matters.
Managing templates
Replacing your template
If you want to replace your template, simply press Replace next to the template's name. This will let you pick a new file to upload. Once it uploads, you'll need to follow the steps above to apply it to your environment.
Downloading your template
To get a copy of the underlying template, simply press Download next to the template's name. This is helpful if you want to change the template, and means you don't have to save it somewhere internally!