Overview
DocuSign is a digital platform that enables individuals and businesses to electronically sign, send, and manage documents securely. Premier Desktop integrates with DocuSign to allow users to send stallion booking contracts to owners. It is an optional feature that can be enabled by contacting Ardex Technology.
How to Create a Stallion Booking Contract Template
Please note that only PDF files can be used as templates. Therefore, you will need an application, such as Adobe Acrobat Reader Premium, to create and and add form fields to PDF files.
Create the Contract Template
The easiest approach to creating a PDF document is to either:
Use Microsoft Word to write the contract template, leaving sufficient space where you want Premier Desktop to merge-in values like owner name, stallion name, mare name, service fee etc.
Use an existing Microsoft Word document and convert it to a PDF document.
Whether you are using a new or existing Microsoft Word document, the next step is to save the file as a PDF document:
In Microsoft Word, click the File menu
Click Save As
Select PDF (*.pdf) from the dropdown list of file types
Click Save
Add Form Fields to the Contract Template
The next step is to add form fields to the PDF document that Premier Desktop can populate with values like owner name, mare name, and service fee when merging contracts.
For this you need to use Adobe Acrobat Reader Premium (or an alternative application that supports adding form fields to PDF documents). The following instructions describe using Adobe Acrobat Reader Premium to add form fields. If using a different PDF editor, please refer to the documentation for that editor.
1. Open the PDF document.
2. Click View more from the option on the left pane.
3. Click Prepare a Form.
4. Tick this document requires signatures, if the users need to sign the document.
5. By default, the Automatically detect Form fields option is checked (see above screenshot). If you wish to create form fields yourself, click Change.
A window will pop up where you can untick the option will be shown:.
6. Click Create form.
7. Once the form is created, you will see the fields where signatures are needed.
8. To insert additional form fields that will be prefilled via Premier Desktop:
9. Select Text field from the left pane
10. Place it where you want the prefilled data to appear
11. Right-click on the field and select Properties
12. In the Name field, input the name of the bookmark (see the list of bookmarks here) for the data you want to appear.
13. Tick Read Only checkbox, if you do not want the details to be edited by recipient of the contract.
14. Finally, you will end up with a complete form (see below for an example).
15. Click Preview at the bottom left corner to preview the form.
Note
Read-only fields that are expected to be prefilled by Premier Desktop are not visible in Preview mode.
Editable fields that are marked as Required, appear with red border.
16. Save the PDF once you are satisfied with it.
17. To test the PDF in Premier Desktop:
Go to Main -> Bookings
Click Merge Contracts.
Select the PDF as the contract template.
Skip all owners, except for one to with which to test.
Uncheck the Update bookings with printed date option.
Click Save as PDF (Individually).
Select the location to save the PDFs.
Click OK
Open the saved PDFs and check that they are correct.
18. You are now ready to use the template with the Send via DocuSign.
Form Fields
Below is a list of the form fields that Premier Desktop can merge into stallion booking contracts. Form fields must be unique within a PDF document. Therefore, some of the fields in the table below appear twice, once without a numeric suffix and once or more with a numeric suffix. For example, stallion, stallion1.
abn | Company ABN. |
acn | Compnay ACN. |
address | Owner address as a single line. |
address2 | Same as 'address'. |
addressmultiline | Street address in multiple lines. |
agent | Name of booking agent. |
agentcommission | Agent commission including % symbol or "N/A" if agent commission is 0%. |
agentcommissiongst | Agent commission GST for the booking. |
agentcommisionnet | The net agent commission for the booking. |
brands_underscore | The mare's brands. |
bookinggross | The gross booking fee for the booking. |
bookinggst | The booking fee GST for the booking. |
bookingnet | The net booking fee for the booking. |
bookingplusservice | The booking fee plus service fee for the booking. |
bookingplusservicenet | The net booking fee plus net service fee for the booking. |
bookingplusservicetax | The booking fee GST plus service fee GST for the booking. |
bookingtype | The booking type for the booking, e.g. standard, walk-in etc. |
breederid | The breeder number. |
comment | The booking comment. |
company | Company (mare owner). |
commissionpercent | The agent commission percent for the booking. |
contractID | The contract id. |
contractID1 | Same as 'contractID'. |
contractID2 | Same as 'contractID'. |
contractID3 | Same as 'contractID'. |
contractprinted | The date the contract was printed / sent. |
dam | The dam of the mare to be serviced. |
Email address of the mare owner. | |
firstname | First name of the mare owner. |
mare | The name of the mare to be serviced. |
mare2 | Same as 'mare'. |
mare3 | Same as 'mare'. |
mare4 | Same as 'mare'. |
mare_colour | The colour of the mare to be serviced. |
mare_dob_long | The date of birth of the mare to be serviced. |
microchip | Mare ASB microchip number |
mobile | The mobile number of the mare owner. |
phone | The telephone number of the mare owner. |
salutation | The salutation for the mare owner. |
season | The season in which the mare will be serviced. E.g. 2024. |
servicefeedue | Service fee due date in the format day month_name year (blank if no date) for the booking. |
servicegross | The gross service fee for the booking. |
servicegross2 | Same as 'servicegross'. |
servicegst | The service fee tax for the booking. |
servicenet | The net service fee for the booking. |
servicenet2 | Same as 'servicenet'. |
sire | The sire of the mare to be serviced. |
stallion | The name of the stallion. |
stallion2 | Same as 'stallion'. |
surname | The surname of the owner of the mare to be serviced. |
vendor | Stallion owner. |
vendor_address_multiline | The address of the stallion vendor on multiple lines. |
vendor_address_singleline | The address of the stallion vendor on a single line. |
yob | The year of birth of the mare to be serviced. |
Further Reading