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Text Blocks inside the Prospect Module

What is it
Text Blocks are predefined segments of text that can be repeatedly used across various templates or documents within the contractuo platform. They can contain conditional and non-conditional text and dynamic smart fields. Text blocks are the backbone of documents. They can be inserted at any point. They offer a convenient way to insert standard text, like legal clauses, terms, and conditions, or introductions, into various documents.

Who is it for
These blocks are primarily designed for content creators, including content experts and external consultants, who are responsible for generating and managing standardized text segments. They are particularly useful for those frequently dealing with repetitive text in documents.

Why use the Blueprints?

Text Blocks enhance efficiency and consistency across documents. They simplify the process of incorporating standard text into different documents, such as terms in contracts or definitions in NDAs. Central modifications to a Text Block can simultaneously update all associated documents, saving significant time and effort. For example, a legal update in an NDA clause requires only a single change in the Text Block, automatically updating all relevant documents.

Requirements to be able to use the Blueprints:

You should be able to access the Prospect module.

You should have Administrative permissions in contractuo.

It is also recommended to have already existing Forms, including Form Types, and Form Fields. (Form Fields are dynamic Smart Fields)

How it works

How to find the Text Blocks inside the Prospect Module?

  1. Go to the ‘Prospect’ Module menu.
  2. Select the ‘Admin Environment’.
  3. Open the ‘Admin’ Menu.
  4. Select ‘Manage Text Blocks’.

How to create a new Text Block?

Go to the Prospect module by clicking the icon on the left-side menu, and enter the ‘Admin Environment’ submenu. Open the Admin Menu, and select ‘Manage Text Blocks’.

  1. Click on the ‘Create New’ button.
  2. Enter the Text block’s name.
  3. Enter an nickname (optional).
  4. Enter a description (optional).
  5. Select one or multiple Form Types to associate this Text Block with.
  6. Also, choose one or multiple Text Block Tags for better categorization.
  7. Type your text into the editor. Optionally, add dynamic Smart Fields.
  8. Enter the text or Smart Fields you want to conditionally format in the editor. To add a condition, simply highlight the text or Smart Field and right-click on it.
  9. Click ‘Save’ to save it as a draft, or ‘Publish Now’ to make it immediately available. To schedule the Text Block for a future date, click on the arrow beside ‘Publish Now’ and select your desired date.

Additional Information:
From the “Toolbox” side menu, you can easily add signature fields and tables of contents to your text block, as well as a table of contents for the entire form. Plus, you can insert dynamic Smart Fields into the text block directly from this menu. You have the option to filter these fields by the form or display all available fields, giving you flexible control over your content.

How to duplicate Text Blocks?

You can also duplicate text blocks. This can be achieved in two ways. Firstly, by clicking on Create existing text block. This will display a list of existing text blocks from which you want to select one to use as a base. Editing afterwards is similar to the process of creating new text blocks, except that there is already information available that can be changed. The second method is via the text block tags. To do this, click from the Manage Text Blocks menu in the Text Blocks Tags submenu and click on the Duplicate icon. A popup will appear with the list of the Tags that can be duplicate. Select the intended tag and click on the Submit button. This will duplicate all text blocks that have that tag.

Note: Please consider carefully before duplicating text blocks by their tags. Doing so duplicates the text blocks that are associated with that tag, and their settings as well, which could clutter and complicate your overview.

What are Text Block Tags?

Text Block Tags are labels you can attach to your text blocks to help organize and categorize them. Think of them like sticky notes or hashtags for your content. By using tags, you can easily group related text blocks, making it simpler to find, manage, and reference them in the future. Tags are a powerful way to keep your work organized and searchable, especially as you accumulate more content.

How to create a Text Block Tag?

Go to the Prospect module by clicking the icon on the left-side menu, and enter the ‘Admin Environment’ submenu. Open the Admin Menu, and select ‘Manage Text Blocks’.

  1. Select the submenu Text Blocks Tags that can be seen in the sidebar right.
  2. Click the ‘+ Create Tag’ to create a new Tag.
  3. Include the new Text Block Tag Name.
  4. Confirm the creation.

Additional Information:
Want to change an existing tag? Just click the edit icon and you can change it to your needs. And if you need to delete the tag, you can do so easily, by clicking on the bin icon. The associated text blocks will stay put safe, and sound.

Note: To update which tags are linked to your text blocks, simply click the edit pen icon next to the text block you wish to modify.

How to manage Text Blocks and Content inside the Blueprints?

Accessing Text Blocks inside the Blueprints:

Go to the Prospect module icon in the left-side menu. Select the ‘Admin Environment’ submenu. Select the Admin menu, and go to ‘Product Blueprints’. Select your Blueprint and click the ‘Edit Content’ icon.

  1. Click on the Form that you want to view and edit its content.

Additional information:
On the left side, you will see existing Text Blocks that are included in the Form. On the right side, you will see existing Text Blocks that can be included in the Form. These Text Blocks are exclusively in the Prospect Module.

Note: You can create a new Text Block or drag an existing one or multiple ones from the sidebar inside the Form from the right side to the left side.

How to create a new Text Block inside the Prospect Module:

Go to the Prospect module icon in the left-side menu. Select the ‘Admin Environment’ submenu. Select the Admin menu, and go to ‘Product Blueprints’. Select your Blueprint and click the ‘Edit Content’ icon.

  1. Click the ‘Create New Text Block’ button. Input your informations inside the Text Block and save the Text Block by clicking the ‘Save’ button.

Note: Fill in the text block details, including name, description, smart fields, tables, and any conditional settings.

Additional Information:
Within the editing sidebar, you can also set properties such as visibility conditions associated with the Form Types, and Text Block Tags.
To see how the Text Block appears within the document, click the ‘Preview Document’ button.

How to Delete a Text Block from the Blueprint?

Go to the Prospect module icon in the left-side menu. Select the ‘Admin Environment’ submenu. Select the Admin menu, and go to ‘Product Blueprints’. Select your Blueprint and click the ‘Edit Content’ icon. Click on the desired Form with the content.

  1. Select the Text Block.
  2. Click the Bin icon that appears on the Text Block.
  3. Confirm the deletion to remove the Text Block from the Form.

In order to Save this step click on the ‘Overview’ button and click on the ‘Publish Now’ button.

Adjusting Conditional Logic for Text Blocks:

Go to the Prospect module icon in the left-side menu. Select the ‘Admin Environment’ submenu. Select the Admin menu, and go to ‘Product Blueprints’. Select your Blueprint and click the ‘Edit Content’ icon. Click on the desired Form with the content.

  1. Click on the existing Text Block to check for conditional logic.
  2. Select and/or modify conditions on the right side. This is a Form Fields that is used as a reference.
  3. Select an existing operator as a reference from the dropdown.
  4. Enter or choose the data that must be met for the Text Block to be applicable
  5. Specify whether the text block should be shown or hidden according to the user input.
  6. Save the Settings.

In order to Save this step in the Blueprint click on the ‘Overview’ button and click on the ‘Publish Now’ button.

Additional Information:
When a Text Block included in a Blueprint is modified through the ‘Manage Text Blocks’ menu, a yellow update icon will appear next to the Text Block during the ‘Edit Content’ process within the Blueprint. To update it inside the existing Blueprint, click the yellow update icon.

Note: Ensure the logic aligns with the intended behavior, such as displaying or hiding content.

How to add an existing Text Block to an existing Blueprint?

Go to the Prospect module icon in the left-side menu. Select the ‘Admin Environment’ submenu. Select the Admin menu, and go to ‘Product Blueprints’. Select your Blueprint and click the ‘Edit Content’ icon. Select the desired Form to view its content.

  1. Select an existing Text Block from the right side to the left side to add it to the Form. (Click and hold)
  2. Move the mouse to the left and release the mouse click.

To save this step click on the ‘Overview’ button to access the Forms overview, and click ‘Publish Now’ to save the changes made in the Blueprint.

Note: You can also rearrange Forms and Text Blocks inside the Blueprint by clicking and holding them, and moving them to the desired position.

How to Add Conditional Logic on a Text Block?

To control what content is shown in a Product based on conditions, follow these steps:

Go to the Prospect module icon in the left-side menu. Select the ‘Admin Environment’ submenu. Select the Admin menu, and go to ‘Product Blueprints’. Select your Blueprint and click the ‘Edit Content’ icon. Select the desired Form to view its content.

  1. Click on the chosen Text Block to reveal the conditional function on the right side.
  2. Select the Form Field that will act as a reference for your condition.
  3. Choose an operator (e.g., equals, greater than, is, etc.) to define the condition.
  4. Input the specific value, text, date, or number that triggers the condition and Click outside the condition input field to access the Condition Setting selector for text-related Form Fields.
  5. Choose whether the text block should be rendered or not based on the user’s input matching the condition.
  6. You can add multiple conditions by clicking the ‘Add a Condition’ button.
  7. Save your settings.

To save this step click on the ‘Overview’ button to access the Forms overview, and click ‘Publish Now’ to save the changes made in the Blueprint.

Note: Each condition can have its own parameters and logic. Multiple conditions influence each other, and all conditions must be met for the Text Block to be implemented in the product.

Additional Information:
After configuring the conditions to your requirements, be sure to save your changes. This step finalizes the conditional logic in the Text Block, making it ready for user interaction in the document. Click ‘Overview’ and then ‘Publish Now’ to set the Blueprint to its Live status.

Started processes that are not completely filled with information will hinder the saving.

How to Add Conditions inside Text Blocks?

Go to the Prospect module icon in the left-side menu. Select the ‘Admin Environment’ submenu. Select the Admin menu, and go to ‘Product Blueprints’. Select your Blueprint and click the ‘Edit Content’ icon. Select the desired Form to view its content. Click on the chosen Text Block. Click the Edit Pen icon on the Text Block.

  1. Include your Text or dynamic Smart Fields. Smart Fields can be found in the Sidebar menu names Toolbox or type them in with the /dSmartFieldName.
  2. Highlight the text or smart field to dispel according to the conditional situation, and Right-click on the highlighted element.
  3. Click ‘Attach Condition’ on the element.
  4. Select the Form Field as the reference for your condition.
  5. Choose an operator (e.g., equals, greater than, is, etc.) to define the condition.
  6. Input or select a specific triggering value, text, date, or number, and click outside the condition input field to access the Condition Setting selector for text-related Form Fields.
  7. Choose whether the text or smart field should be rendered or not based on the users input matching the condition.
  8. Add multiple conditions with the ‘Add a Condition’ button, if needed.
  9. Click on the ‘Save’ button.

To save the changes inside the Blueprint click on the ‘Overview’ button to access the Forms overview, and click the ‘Publish Now’ button.

Additional Information: You can highlight complete texts or just one character and make them conditional, ensuring they meet product requirements.

Note: A single Text Block can contain multiple conditional Texts and Smart Fields. Each condition can have its parameters and logic. Multiple conditions affect each other, and all conditions must be met for the Text to be rendered inside the Text Block.

Advanced Table Features in Text Blocks

You can edit the text within your Text Block just like you would in a regular word processing environment. There are a few differences you should be aware of, especially when it comes to adding or deleting columns and rows within a table embedded in a Text Block. Here are the steps to do this:

  1. Click ‘Insert table’ within a Text Block to add a table and choose the desired table size (e.g., 1×1, 2×2, up to 8×8 cells).
  1. Click in a cell where you want to add or delete a row or column. Then, click the ‘Insert table’ button again to add rows or columns, either before or after the current cell. You can also delete a row or column from this menu.

Additional Information:
To change the table style, right-click inside the table, select ‘Styles,’ and choose between bordered or borderless styles.

Making Columns Repeatable

Note: You can make columns repeat if the table is too large. This means that if the table is too big and will be split by the system, you can decide whether the first column should repeat in the other part of the table to maintain a consistent data view. It’s also possible to set the entire table as repeatable within forms, ensuring it repeats in each form of the Blueprint.

How to make the first column repeatable?
  1. Right-click on any cell inside the table where you want the first column to repeat if the table becomes too large.
  2. Choose ‘Make First Column Repeatable’ inside the Text Block.

The first column will be marked in blue.

How to Make the Complete Table Repeatable within Forms?

To make the entire table repeatable within forms:

  1. Right-click on any cell inside the table where you want the table to be repeatable within forms.
  2. Select ‘Make Repeatable for Form’.

 The first column will be marked in yellow.

Note: To undo, right-click again and select the option to remove repeatability.

Previewing Blueprints

After creating or editing a Blueprint, find the ‘Preview’ button, which is symbolized by an eye icon. Click this button to open a preview window that displays the content.

Additional Information:
When a Blueprint is not saved by clicking the ‘Publish Now’ button, it will no longer display the ‘Edit Content’ icon in the Blueprints overview. To access the ‘Edit Content’ of the Blueprint, click on the Blueprint and look at the sidebar on the right. The ‘Edit Content’ icon will appear around the latest version and can be accessed from there.

Version control Timeline

Version control is essential for maintaining the integrity of Blueprints over time, providing a historical record of changes, and the ability to revert to previous versions if needed.

How to find the Product Blueprint Timeline?

Click on an existing Blueprint. On the right side, a sidebar will appear with the Product Blueprint Timeline.

How to View the content of the Blueprints inside the Timeline?

Inside the Product Blueprint Timeline, click on the eye icon to view the content of a particular version.

How to go to an older Version?

If you need to revert to an earlier version, click on the delete icon at the latest version. Confirm the action, and the system will roll back the Blueprint to that specific state.

Need more Information regarding the Timeline and Version Control function?
Click here to see detailed steps.

Additional information:
If you don’t have a mouse and need to execute a right-click, press and hold the control or you can also hold two fingers on the touchpad and then click on the normal click button.

Updated on February 19, 2024

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