What is it
A text block is a reusable piece of text that can be added to a template or document.
Who is it for
Text blocks are typically created by users that create content. These users are often content experts, but can also be external experts who are responsible for creating and managing the text blocks.
Why use text blocks?
Text blocks make it easy to insert a standard piece of text into a document. Think of the terms and conditions in a contract of buying a license, the definition of confidential information in a Non-Disclosure Agreement (NDA) or an introduction for an employee contract. These pieces of text can be saved as a text block and easily be used to build a template or create a document from blank. These text blocks can be used in multiple documents. In addition, you can centrally change these text block once and amend hundreds or even thousands of documents at the same time without spending hours or even days on it.
Example: A law has been changed. That means that a few sentences in all NDAs need to be changed. You’ll just change the text in that specific text block where the change needs to be made and edit all NDAs. No need to go through all documents one by one.
When editing the text blocks, you as a creator can choose if you:
- Only change the text block and leave all text blocks that are used in documents unchanged.
- Change the text block and choose in which existing documents this text block needs to be updated.
Note: a new version of a text block might lead to resigning documents as the content has changed.
Note: If you create a document and insert a text block, the text in the text block can be edited. Please notice that if you change the text within the document, the original text block will remain unchanged. If you would like to change the original, go to ‘Manage Text Blocks’ and click on the pencil-icon.
Dynamic fields can be added to templates, forms and blank documents, but also to text blocks. If we take the example of the cover page of the employee contracts, the following dynamic fields might be useful: Date, Department, Name Employee, Name Manager Department, Name HR Manager. Want to know more about dynamic fields? Please read the following guide (link).
Note: Text blocks may look like they function as templates, especially when they include dynamic fields. In fact, text blocks cannot be signed and stand on their own. They can only be signed if they’re inserted into a document. They function as building blocks to create a template or document from blank.
How to create a text block
- Go to the menu and click on ‘Documents‘.
- Click on ‘Manage Text blocks‘.
- Click on ‘Create New‘.
- Enter a text block name.
- Enter a text block nickname. This is optional. The nick name will be visible behind the name between brackets.
- Enter a text block description. A description could be helpful to see at a glance what the text block is about.
- Select a document type. By categorizing the text blocks, it will be easier to find them back.
- Enter the text that you would like to make a text block of in the editor.
Tip: It’s also possible to add page breaks to text blocks. - Add a dynamic field by clicking on ‘Toolbox‘, go to ‘All Dynamic Fields’ and select the dynamic fields that you would like to use.
- Click on ‘Save‘ if you would like to save this text block as a draft. If you would like to make the text block ready to use, click on ‘Publish Now‘.
Create a text block from an existing text block
It may be the case that you would like to create a text block that has a lot of similarities with an existing text block. Then choose the option to create one from an existing text block. The existing text block will be duplicated and the copy can be edited.
- Go to the menu and click on ‘Documents‘.
- Click on ‘Manage Text blocks‘.
- Click on ‘Create From Existing Text Block‘.
- Select a text block and click on ‘Submit‘.
- Edit the name, nickname and description of this text block to avoid confusion.
- Edit the text of the text block.
- Click on ‘Save‘ if you would like to save this text block as a draft. If you would like to make the text block ready to use, click on ‘Publish Now‘.