This guide will explain what Smart Fields are, who can benefit from using them within Procedures, and how to leverage them as both form fields and metadata fields.
What are Smart Fields?
Smart Fields are dynamic data placeholders that can be embedded within documents used in the contractuo Procedures. They act as shortcuts that automatically populate with specific information from your system, eliminating manual entry and reducing errors. Imagine them as pre-defined building blocks that accelerate document creation.
Who can benefit from using Smart Fields?
Anyone who utilizes the contractuo Procedures to manage document workflows can leverage Smart Fields. Here are some specific examples:
- Human Resources:
- Streamline onboarding processes by auto-populating information in employment contracts (e.g., candidate name, start date, job title).
- Automate benefits enrolment forms with pre-filled employee data.
- Sales Teams:
- Insert proposal details or customer data automatically into quotes and agreements.
- Generate custom sales contracts with pre-defined product information.
- Legal Departments:
- Ensure consistency and accuracy in contracts by using Smart Fields for standard clauses or client information (e.g., company names, addresses).
- Expedite Non-Disclosure Agreements (NDAs) with automatic population of party names and effective dates.
- Project Managers:
- Populate project deliverables and contracts with pre-defined data points (e.g., project name, deadlines, team members).
- Generate project status reports with automatic data retrieval.
Why Use Smart Fields in Procedures?
- Save Time: Eliminate repetitive manual data entry and expedite document completion.
- Reduce Errors: Ensure accuracy and consistency by automatically populating information.
- Improve Efficiency: Streamline workflows by automating data collection within procedures.
- Maintain Consistency: Guarantee all documents of the same type follow the same structure and content.
Need more information about the creation of Smart Fields? Click here to see more details.
Using Smart Fields as Form Fields
What are Form Fields?
Form fields are interactive elements within Forms that allow users to enter specific information during the document creation in the procedure workflow.
Here’s how to use them:
- Create a Procedure: In the “Documents Menu” go to the “Procedures” and set up a new Procedure, choose “Document Template“.
- Form Fields: Form fields are ideally already added in the Document Template, in the associated Form, so they just need to be populated with information.
- Generate: Include all the interactive informations in the Form Fields and Generate the document.
Additional Information: Need more information about the Form Fields? Click here to see more details.
Example:
In a new employee onboarding procedure, a Smart Field for “Employee Name” can be inserted into the contract document. This ensures the correct name automatically populates when a specific employee goes through the onboarding process.
Using Smart Fields as Metadata Fields
What is Metadata?
Metadata is additional information attached to documents that don’t appear in the main content. It helps with categorization, searchability, and internal communication.
Here’s how to use them (on the Document level):
- Access Document Information: Open the desired document within a procedure.
- Open Meta Information: Click on the “Meta Information” section in the sidebar menu.
- Select and Add: Choose the desired Smart Field from the available options and enter the relevant information.
Additional information: Metadata fields can be also added to the Procedure on the Procedure level in Step One of the Procedure.
Example:
Example 1: HR Onboarding with Smart Fields
Scenario: Streamline the new employee onboarding process by auto-populating information in employment contracts.
Smart Fields as Form Fields:
- Document: Employment Contract
- Field Examples:
- Candidate Name: Insert a Smart Field for “Candidate Name” wherever the employee’s name should appear in the contract (e.g., “This Agreement is made and entered into as of [Date] by and between [Company Name], a [State] corporation, with a principal place of business at [Company Address] (hereinafter referred to as ‘Company’), and [Candidate Name] residing at [Employee Address] (hereinafter referred to as ‘Employee’).”)
- Start Date: Include a Smart Field for “Start Date” to automatically populate the official start date of employment.
- Job Title: Use a Smart Field for “Job Title” to ensure the correct position is reflected in the contract.
- Department: Insert a Smart Field for “Department” to automatically fill in the employee’s assigned department.
- Signature Lines: Utilize Smart Field options for “Employee Signature” and “Manager Signature” to designate electronic signature locations.
Smart Fields as Metadata Fields:
- Document Information: Access the “Meta Information” section for the employment contract.
- Field Examples:
- Employee ID: Add a Smart Field for “Employee ID” to easily link the contract to the new employee’s personnel file.
- Job Code: Include a Smart Field for “Job Code” for internal classification purposes.
- Contract Type: Utilize a Smart Field for “Contract Type” to differentiate between full-time, part-time, or temporary contracts.
Benefits:
- Eliminate manual data entry and reduce errors.
- Ensure consistency across all employment contracts.
- Automate data collection for HR records.
Additional Information: Smart Fields can be added in Blank documents and documents uploaded from a Word import. In the case of Document Template, we recommend including the Smart Fields inside the Editor and inside the associated Form before using the document template in the Procedure.
Using Different Smart Field Types Effectively
Contractuo offers various Smart Field types to cater to specific data needs within your Procedures. Here’s a breakdown of some common types and how to leverage them effectively:
1. General Smart Fields:
These are versatile fields applicable across different document types within Procedures. They often correspond to core data points stored in your Contractuo system, such as:
- Text Fields: Capture information like names, addresses, or job titles (e.g., Candidate Name, Department in the HR onboarding example).
- Date Fields: Automatically insert dates (e.g., Start Date, Effective Date in the NDA example).
- Number Fields: Populate numerical data like quantities or monetary values (e.g., applicable in purchase orders).
- Checkbox Fields: Allow users to select options with a simple click (e.g., Agreement to confidentiality terms in an NDA).
- E-Mail Fields: Dedicated fields where you can include an E-Mail address and the system will check if it is correctly included in the E-Mail format.
- Dropdown Fields: With these fields, you can predefine questions or statements where the user can select the best answer to his situation. This is useful to guide the user in the desired direction.
2. Contact Fields:
These Smart Fields pull information directly from user profiles within your contractuo contacts menu. They are particularly useful for personalizing documents or automating data collection based on the user involved in the procedure. The information can be retrieved as a complete contact or individual subfields from the contact.
- User Name: Insert the name of the user completing the procedure (e.g., automatically populate the name of the hiring manager in an employment contract).
- User Email: Capture the user’s email address for internal communication or future reference.
- User Department: Automatically populate the department of the user involved in the procedure.
Need more details regarding the individual Smart Fields. Click here.
By understanding the different Smart Field types and their functionalities, you can effectively tailor them to your specific document needs within Procedures. This will significantly enhance the efficiency and accuracy of your document workflows.
Example 2: Legal Department – Streamlining NDAs with Conditional Logic
Scenario: Expedite the NDA process by automating data entry and tailoring the agreement based on specific conditions.
Smart Fields as Form Fields:
- Document: Non-Disclosure Agreement
- Field Examples:
- Disclosing Party: Insert a Smart Field for “Disclosing Party” to automatically populate the company’s information.
- Receiving Party: Utilize a Smart Field for “Receiving Party” with a dropdown menu to select from a list of pre-defined vendors or partners.
- Effective Date: Include a Smart Field for “Effective Date” to automatically insert the date the NDA takes effect.
- Confidential Information: Consider a Smart Field for “Confidential Information” allowing users to select pre-defined categories relevant to the selected Receiving Party (e.g., toggle options for “trade secrets” and “marketing strategies” if the Receiving Party is a marketing partner).
Smart Fields as Metadata Fields:
- Document Information: Access the “Meta Information” section for the NDA.
- Field Examples:
- NDA Type: Add a Smart Field for “NDA Type” to differentiate between one-way or mutual NDAs.
- Project Name: Include a Smart Field for “Project Name” if the NDA is related to a specific project.
- Expiration Date: Utilize a Smart Field for “Expiration Date” to automatically track the NDA’s expiration.
Benefits:
- Save time by auto-filling repetitive information and tailoring content based on selections.
- Reduce errors by eliminating manual data entry of complete documents and ensuring consistency in NDA terms.
- Facilitate efficient NDA management and tracking with clear categorization.
Example 3: Logistics – Automating Quotes with Calculations
Scenario: Streamline the quote creation process for shipping services by automating calculations and data entry.
Smart Fields as Form Fields:
- Document: Quote Template
- Field Examples:
- Customer Name: Insert a Smart Field for “Customer Name” to personalize the quote.
- Origin: Utilize a Smart Field for “Origin” where the customer specifies the shipment’s starting location.
- Destination: Include a Smart Field for “Destination” to capture the shipment’s final destination.
- Weight: Include a Smart Field for “Weight” where the customer enters the weight of the shipment.
- Dimensions: Consider Smart Fields for “Length,” “Width,” and “Height” if dimensional pricing applies.
Remember: These are just a few examples, and the possibilities for using Smart Fields within the contractuo Procedures workflow are vast. By creatively combining different Smart Field types, you can significantly streamline your document workflows and ensure accuracy across various departments.