Create a Base Template

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.

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 exist.
• Ensure any required StyleSheets or stationery settings already exist.
• Confirm any required InfoSheets, clauses, or fragments etc are created in OneLaw.
• Decide whether the new base template should use merge fields, content controls, or both.

Steps

1. Start the new base template

   • In Microsoft Word, select the OneLaw Templates tab.
   • Click New Template.
     
     Result: The New Template window opens
   • Enter a template name in the Template Name field (for example, Letter Base).
     
   • Choose how you want to start the base template:
     • Leave the Based On field as none - if you're creating a base template from scratch.
       Result: You will manually add all structure, formatting, placeholders, and mappings in the following steps.
     • Select an existing base template from the Based On dropdown - if you want this new base template to inherit a base template’s formatting, style, placeholders, headers, footers, and any StyleSheet.
       
   • Ignore the Template Plugin dropdown - as this field is to support legacy solutions.
   • If the template will use merge fields, then tick Template Uses MergeFields.
     
     Note: Ticking the check box is recommended because it allows you to use merge fields alongside Word's default content controls when building the base template.
   • Leave Flatten Fields After Merge unticked unless required.
     Note: We recommended leaving this unticked. Flattening converts fields to plain text, meaning they can’t be edited or updated later.
   • Click OK.
     
     Result: A blank or pre-populated template opens, depending on your Based On selection.

   Reminder 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.
    

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. Base templates created using the Based On option will inherit any InfoSheets attached to the original template and they will appear in the list; if the base template was created from scratch, the list will be empty and you can add only the InfoSheets you need.

   • In the OneLaw Templates tab, select InfoSheets.
     
     Result: The Attached InfoSheets window opens with any existing InfoSheets displayed.
   • Click the + icon.
     
   • Select the required InfoSheet and click OK.
     
     Result: The InfoSheet appears in the list for this precedent.
   • Repeat this process for any additional InfoSheets.
   • Click Close.

   Note: Clause and Fragment InfoSheets cannot be attached to a base template. They apply only when inserting a clause or fragment 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. If this template needs to provide reusable structure for letters, agreements, or deeds, build that structure here.

   A placeholder can be:

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

   If the template was created from a base template, some placeholders may already be present.
   If the template was created from scratch, you will insert these placeholders yourself before mapping them in a future step.

   To complete this step:

   • Insert the templates 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.
     • Common placeholders include: recipient details, dates, subject lines, fees, parties, clauses, signatures.
   • 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 tab, select Template Stationery.
     
     Result: The Default Stationery Settings window opens.
   • If stationery should only appear on the first page, tick Only apply to first page.
   • If stationery should use the firms default letterhead and footer, tick Auto Apply Default Stationery.
     • This ensures the current default stationery is applied automatically when a precedent is created from this base template.
     • Changes to the firm’s default letterhead/footer will flow through automatically.
   • Click Apply.
     

   Apply a StyleSheet

   If your firm uses StyleSheets, and you wish to apply it to this new base template.

   • From the Home tab, open the Stationery dropdown.
     
     • Select StyleSheet from the dropdown and choose the StyleSheet you want to apply.
     • Click Apply Styles.
       • This sets the templates foundational formatting (such as fonts, margins, numbering, line spacing, and paragraph spacing).
         
         
     • If you do not apply a StyleSheet, set your formatting manually.
        

5. Map fields into the precedent
   Map Party, Matter, and InfoSheet fields to any placeholders you’ve added so OneLaw can insert the correct data during document assembly. Use merge fields or content controls, depending on the structure and requirements of the document.

   At a high level, mapping involves:

   • selecting the placeholder, you want to map
   • choosing the correct Party, Matter, or InfoSheet field
   • mapping the field using either a merge field or a content control

   Uses merge fields

   Merge fields can be inserted wherever the document should display a value from a Party, Matter, or InfoSheet. When the precedent runs, OneLaw replaces these merge field codes with system data.
   
   

   Use content controls

   Content controls can also be mapped to Party, Matter, or InfoSheet fields using the XML Mapping Pane.
   
   

   To map a content control, use one of the following methods:

   • drag a field from the XML Mapping Pane into the document to create a new mapped control
   • map an existing placeholder using the XML Mapping Pane
   • insert a content control first, then map it to a Party, Matter, or InfoSheet field

   For more details on this - see: Insert Merge fields and Map Content Controls

   Tip: If you turn on Design Mode (Developer tab → Design Mode), Word will display the names of all content controls directly in the document.

   This may help when reviewing large precedents or troubleshooting mappings.

    

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. Precedents based on a base template may inherit an existing signature layout; if created from scratch, you can add a new placeholder.

   A signature placeholder includes two parts:

   • A bookmark (for the signature image), tagged with OA_SIGNATURE
   • Content controls, tagged with OA SIGNATURE fields (for NAME, ROLE, EMAIL, etc.)

   To add signature placeholders:

   • Insert the signature image bookmark where the signature image should appear.
   • Insert plain text content controls for the signer’s details, such as Name, Role, and Email.
   • Tag each content control using the required OA Signature tags (for example,
     OA SIGNATURENAME, OA SIGNATUREROLE, OA SIGNATUREEMAIL).
   • Arrange the signature placeholder as needed, including spacing, layout, or positioning for single or multiple signatories.

   If the document requires dual signing, repeat the bookmark and tagged fields using numbered variants (for example bookmarks, OA_SIGNATURE Signature1, OA_SIGNATURE Signature2 and the content controls OA SIGNATURENAME Signature1, OA SIGNATURENAME Signature2).

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

    

7. Save the Base Template
   • In the OneLaw Templates tab, select Save Template.
     
     Result: The Save Template window opens.
   • Confirm the Template Name.
   • From the Template Type dropdown, select Base Template.
     Note: this will grey out the Category field.
   • Check that Template Uses MergeFields is set correctly.
   • Click OK.
     

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