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Create a Base Template

Daniel Martin
  • Updated

Overview

A base template is the foundation for creating new precedents or other base templates in OneLaw. It defines the document's core layout, styles, structure, and reusable placeholders that downstream documents inherit. Base templates are created and maintained in Microsoft Word and ensure consistent formatting and structure across all documents built from them.

You build a base template using the Author Templates tools on the OneLaw ribbon tab and the OneLaw Templates panel. A base template is authored as a precedent, and becomes a base template only when you save it and choose Base Template as the template type.

Note: Click any screenshot to expand it for a clearer view while following the steps.

Who can do this

  • System Administrators
  • Template Administrators

Before you start

  • Check you have Template Administrator access in Word.
  • Ensure any required base template already exists.
  • Ensure any required StyleSheets or stationery settings already exist.
  • Confirm any required InfoSheets are created in OneLaw.
  • Decide whether the base template needs Full or Partial automation. Full automation can use merge fields, OA INCLUDE tags (which insert a clause or fragment), clause pickers, and Prompt InfoSheets; Partial automation is content controls only.

Steps

  1. Start the new base template
    • In Microsoft Word, go to the OneLaw tab.

    • In the Author Templates group, select New.
      The OneLaw ribbon tab with the Author Templates group, showing the New, Open, Delete, and Show/Hide Editor controls.

      Result: The New window opens.

    • Under What do you want to create?, select Precedent.

      Note: A base template is authored as a precedent. It becomes a base template at the final save, when you choose Base Template as the template type.

    • Choose how you want to start the base template:

      • Leave Based on as None if you are creating a base template from scratch.
      • Select an existing base template from Based on if you want this base template to inherit its formatting, style, placeholders, headers, footers, and any StyleSheet.

      Note: You can also start from an existing Word document. Open it in Word and open the OneLaw Templates panel; on the Overview (house) tab, select the setup action shown (Set up as precedent, or Convert to template for a document generated by OneLaw) to bring it into authoring. From there, proceed to attach InfoSheets and build the template as described in the following steps.
      The OneLaw Templates panel Overview tab showing a "New document, not saved as a precedent yet" callout with a Set up as precedent button.  The Overview tab showing a "This is a document, not a template" callout with a Convert to template button, noting the document's client and matter content will be removed.

    • If Based on is None, set Precedent automation:

      • Select Full for a base template that uses merge fields, OA INCLUDE tags (which insert a clause or fragment), clause pickers, or Prompt InfoSheets. This suits most base templates.
      • Select Partial for a base template that uses content controls only.

      Note: When you build on an existing base template, the automation setting is inherited and this choice does not appear. You can change automation later on the Settings (cog) tab.

    • Enter a name in the Name field (for example, Letter of Engagement).

    • Select Create.
      The New window with Precedent selected under "What do you want to create?", Based on set to None, Precedent automation set to Full, and the Name field showing Letter of Engagement.

      Result: A blank or pre-populated document opens, depending on your Based on selection, with the OneLaw Templates panel alongside it.

      Note: If the base template was created based on an existing base template, it will inherit the formatting, structure, placeholders, headers, footers, and any applied StyleSheet from the original base template. You can keep, edit, or remove these inherited elements as needed before adding anything new.

      Tip: As you build, Save progress on the Overview (house) tab saves your changes locally at any point, so you do not have to finish the base template in one sitting.

  2. Attach required InfoSheets

    InfoSheets supply some of the structured data that can flow into documents created from this base template. If the template needs Party, Matter, or Prompt data available to future precedents, attach the required InfoSheets here.

    • On the Overview (house) tab, under InfoSheets, select Manage….
      The Overview tab InfoSheets section with the Manage button and the message "No InfoSheets attached."

      Result: The InfoSheets window opens. If you started from an existing base template, the InfoSheets it already carries are listed here; if you started from scratch, the list is empty.

    • Select Add….
    • Select the InfoSheet you need.

    • Select OK.
      The InfoSheets window headed Included InfoSheets, with Add, Remove, Embed, and Reference buttons and a Conveyancing InfoSheet marked Embedded.

      Result: The InfoSheet is added to the list.

    • Repeat this for any additional InfoSheets the base template needs.
    • How each InfoSheet is stored:
      • By default, each InfoSheet you add is embedded, so its fields can bind to content controls.
      • If you only need an InfoSheet's fields as merge fields, select it in the list and select Reference. Select Embed to change it back.
    • Select the up or down arrow to change an InfoSheet's merge order, or select Remove to remove one.
    • Select Close.

    Note: Fragment/Clause InfoSheets are not offered here. They apply only when you insert a fragment or clause into a document.

  3. Add the Document's Content and Placeholders

    Add the structural content that all future precedents will inherit. This includes layout, headings, text, formatting standards, and any placeholders where OneLaw will later insert data.

    A placeholder can be:

    • plain text (for example, "<<Client Name>>")
    • a content control
    • a bookmark (commonly used for signature images)

    To complete this step:

    • Insert the template's core content (for example, the letter body, deed wording, or agreement text).
    • Insert or review placeholders where data will be populated from Parties, Matters, or InfoSheets.
    • Apply any formatting adjustments needed for this specific document.
    • Remove any placeholders inherited from the base template that are not required.

    Tip: When migrating templates from old Word documents, copy only the meaningful text. Avoid copying over formatting and old fields.

  4. Configure Stationery and StyleSheet

    Base templates can include stationery and formatting settings, depending on the type of document you are creating. Letters normally include a header and footer, while other documents (such as deeds) may not.

    Set default header and footer behaviour:

    • In the OneLaw Templates panel, select the Settings (cog) tab.

    • Under Default headers and footers:

      • Tick Only apply to first page if stationery should appear on the first page only.
      • Tick Auto-apply default stationery to apply the firm's default letterhead and footer automatically when a precedent is created from this base template. Changes to the firm's default then flow through automatically.
        The Settings tab of the OneLaw Templates panel, showing Precedent automation set to Full, the Flatten IF fields checkbox, and the Default headers and footers checkboxes.

      Note: If the base template uses Full automation, the Settings tab also offers Flatten IF fields. Leave it off unless required, because flattening converts fields to plain text, so they cannot be updated after assembly.

    Apply a StyleSheet:

    • On the Word Home tab, in the OneLaw section, select the Stationery dropdown.
      The Word Home tab OneLaw section with the Stationery dropdown, alongside Templates, Insert Signature, and Fragments.

    • Select StyleSheet, select the StyleSheet you want to apply, then select Apply Styles.
      This sets the template's foundational formatting (such as fonts, margins, numbering, line spacing, and paragraph spacing).
      The StyleSheets window with the "Choose the StyleSheet for this document" dropdown and an Apply Styles button.

      Result: The styles are applied to the document.

    • If you do not apply a StyleSheet, set your formatting manually.

  5. Insert merge fields and map content controls

    Connect Party, Matter, and InfoSheet data to the placeholders you've added, so OneLaw inserts the correct values when the document is assembled. You insert merge fields and map content controls from the Fields tab of the panel. Merge fields need Full automation; content controls do not. For detailed steps, see Insert Merge Fields and Map Content Controls in a Precedent.

  6. Add a Signature placeholder

    If the template needs signatures, define where the signer's image and details will appear when users insert a signature. You add signature placeholders from the Signatures tab of the panel, which inserts the OA SIGNATURE tags for you. The Signatures tab does not need Full automation.

    For detailed steps on building signature placeholders and configuring signer behaviour, see Configure Signature Placeholders and Rules.

  7. Test the Base Template

    Confirm the base template produces what you expect before you save it.

    • On the Overview (house) tab, review the summary of what the template contains, and resolve any issues it flags. The Overview lists the merge fields, content controls, signatures, and other elements you have placed, and warns about problems such as merge fields while automation is set to Partial, or a missing InfoSheet. Each warning names what to fix, for example setting automation to Full on the Settings (cog) tab, or attaching the missing InfoSheet.
      The Overview tab reporting No issues with the Test button available, showing the template Letter of Engagement (Precedent), an attached Conveyancing InfoSheet marked Embedded, and counts of 18 merge fields, 4 content controls, and 1 signature.
      Note: Test appears once the Overview reports no issues, so work through anything flagged first.

    • Select Test.

      Result: OneLaw opens the New Document window, the same one used to run a precedent.

    • Select a test Party and Matter with the Party Type and Fee Type the base template is built for, and with their data filled in, then select OK.
      This gives the fields and any conditional content real values to resolve against.

    • Complete any Prompt InfoSheets the base template uses.

      Result: OneLaw assembles a document from the base template.

    • Check that the layout, stationery, StyleSheet, InfoSheets, fields, and signature layout all come through as expected.
    • If anything is missing, update the base template and test again.

  8. Save the Base Template

    Saving with the Base Template type is what turns the document into a base template and makes it available for new precedents to build on.

    • On the Overview (house) tab, select Save as.

      Result: The Save window opens. For a new template it opens on Precedent Library.

    • In Save to, select Classic Templates.
      Base templates are stored here, not in a precedent library, and the Template type options then appear.

    • For Template type, select Base Template.

      Note: The Folder and Category options grey out, because base templates are saved to the firm's Base Templates area.

    • Confirm the Name.

    • Select Save.
      The Save window with Save to set to Classic Templates and Template type set to Base Template, the folder tree and Category greyed out, and the Name field showing Letter of Engagement.

      Result: The base template is saved into the firm's Base Templates.

    Note: Now that the base template has a home, Save to source on the Overview (house) tab commits any later changes straight back to it, without going through the Save window again.

Result

You have created a base template and saved it into the firm's Base Templates. Precedents, and other base templates, can now be built on it, inheriting its layout, stationery, StyleSheet, InfoSheets, fields, and signature layout.

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