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How to create Templates in Agrello

Toomas Pihl avatar
Written by Toomas Pihl
Updated over 2 weeks ago

In this guide we will show you step by step:

  1. How to create a dynamic template

  2. How to upload it into the Agrello environment

  3. How to use it for filling out and signing documents.

Although PDF documents can also be used as templates in Agrello, we strongly recommend now using MS Word documents (*.docx) files as templates, as we now have better support for longer fields and it just simply looks better.

PS! Old doc files are not supported.

Step 1: Setting up variables in a Word document

Our workflow starts in Word, where we usually mark the places in the contract that change each time. For example, here these are marked with X’s.

Replace all places in the document that are marked with “X” with curly brackets:

Example: change Employment contract no. XXXX to Employment contract no. {{ContractNumber}}.

PLEASE NOTE!

  • Use only Latin letters, numbers, and underscores. Space between the works is also not allowed.

    • Correct: {{Contract_Number}}

    • Not correct {{Contract Number }}

  • Avoid spaces and special characters (ä, ö, ü, õ, /, -, & etc).

  • If you use formatting (bold, italic, header style, font, etc.), the whole field — including the curly brackets — must be in the same format.

  • Check that all places that need to be changed repeatedly (such as names, dates, addresses) are marked with brackets.

If you use the same field multiple times in the document, the system will fill it automatically.

Here you can see how all variables are correctly defined with curly brackets and clear names. When everything is ready, you’re ready to move to Agrello to upload the template.

Step 2 - Upload the document template to Agrello

In Agrello, templates are folder-based. Everyone who has access to the folder can use the templates. Documents are created by default in the folder where the template lives.

To upload a template:

  • Go to any folder you want.

  • Click the “Templates” tab (shown with an arrow in the picture) to open the template management section.

  • Here you can upload your Word file with the editable fields in curly brackets so it becomes a dynamic template.

Step 3 - Editing and configuring the template in Agrello.

3.1 - Editing the contract template content

f you need to make changes to the contract text or you accidentally forgot to add a field, you can also do that in Agrello.

To do this:

  • If needed, click “Edit” (marked with an arrow in the picture) to open the built-in Word editor. You can change both the text and the placement of fields.

  • All fields you defined in Word with curly brackets will be shown in the left sidebar. There you can check and edit the field names.

  • When editing is done, save the changes and the template can be used immediately to create documents.

3.2 - Adding the signature field (for PDF documents)

If you plan to use PDF format for signing the contract, you need to add signature fields to the template.

To do this,

  1. On top right corner click “Signature field.”

  2. Then drag the field to the correct place in the document.

  3. Repeat the process as if you have more than one signer.

You can add up to 30 signature spots.

Conclusion

Now the template is ready to use.

  1. Next, you can use it to create new contracts either one by one or by using the bulk-creation function. Your colleagues who have the appropriate permissions for that folder can also use this template.

  2. Additionally, you can turn it into a form, which you can read more about here.

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