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Create a Precedent

Daniel Martin
  • Updated

Overview

A precedent is a Microsoft Word document configured for use in OneLaw. Precedents usually build on a base template for consistent formatting, and can include merge fields, content controls, clauses, fragments, signatures, and InfoSheets so OneLaw can assemble documents for a Party and Matter. A precedent can be fully automated or a simple static document; this article focuses on creating automated precedents.

You build a precedent using the Author Templates tools on the OneLaw ribbon tab and the OneLaw Templates panel. Once it is saved into a Precedent Library, the precedent is available to users in OneLaw.

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, clauses, and fragments are created in OneLaw.
  • Ensure the Precedent Library you will save the precedent into is set up in OneLaw.
  • Decide whether the precedent 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, and is required for the Clauses tab; Partial automation is content controls only.

Steps

  1. Start the new precedent
    • 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.

    • Choose how you want to start the precedent:

      • Leave Based on as None if you are creating a precedent from scratch.
      • Select an existing base template from Based on if you want this precedent 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 precedent 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 precedent that uses merge fields, OA INCLUDE tags (which insert a clause or fragment), clause pickers, or Prompt InfoSheets. Full automation is also required for the Clauses tab. This suits most precedents.
      • Select Partial for a precedent 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 precedent was created based on an existing base template, it will inherit the formatting, structure, placeholders, headers, footers, and any applied StyleSheet from the 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 precedent in one sitting.

  2. Attach required InfoSheets

    InfoSheets supply some of the structured data that flows into documents assembled from this precedent. If the precedent needs Party, Matter, or Prompt data, attach the required InfoSheets here so their fields are available when you insert merge fields and map content controls.

    • 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 a 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 precedent 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 clause or fragment into a document.

  3. Add the Document's Content and Placeholders

    Add the content of the precedent and identify where OneLaw should insert data. If you started from a base template, some structure and placeholders may already be present; if you started from scratch, you add them yourself.

    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 precedent'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. Common placeholders include recipient details, dates, subject lines, fees, parties, clauses, and 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 precedents from old Word documents, copy only the meaningful text. Avoid copying over formatting and old fields.

  4. Configure Stationery and StyleSheet

    If the precedent was created from a base template, it inherits the base template's stationery and formatting settings. Update these settings only where this precedent needs different formatting, for example a deed without headers and footers.

    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 document is assembled from this precedent. 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 precedent 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 precedent'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 have added, so OneLaw inserts the correct values when a 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. Insert fragments and clauses

    Fragments and clauses are reusable blocks of text your firm maintains centrally, so wording stays consistent across precedents. There are two ways to use them, and a precedent can use both.

    • To have OneLaw supply the content when a document is assembled, use the Clauses tab of the panel. Place an OA INCLUDE where the same fragment or clause should appear in every document, or a clause picker so the person assembling the document chooses which content to include. The Clauses tab needs Full automation.
      For detailed steps, see Insert Fragments and Clauses Using the Clauses Tab.
    • To insert the text into the precedent now, so it becomes part of the document you are building, use the Fragments menu on the Word Home tab. The text is copied in as it stands, so later changes to the fragment or clause do not flow through.
      For detailed steps, see Insert Fragments and Clauses Using the Fragments Menu.

    You can add or remove fragments and clauses at any time during the build.

  7. Add a Signature placeholder

    If the precedent needs signatures, define where the signer's image and details will appear when users insert a signature. A precedent built on a base template may already carry a signature layout, so review what is there before adding a new placeholder. 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.

  8. Test the precedent

    Confirm the precedent produces what you expect before you save it.

    • On the Overview (house) tab, review the summary of what the precedent contains, and resolve anything it flags. The Overview lists the merge fields, content controls, blocks, signatures, OA INCLUDEs, and clause pickers you have placed, and warns about problems such as merge fields while automation is set to Partial, a missing InfoSheet, or Execute on new document creation being off. Each warning names what to fix, for example setting automation to Full or ticking Execute on new document creation, both on the Settings (cog) tab.
      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 precedent 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 precedent uses.

      Result: OneLaw assembles a document from the precedent.

    • Check that the layout, stationery, StyleSheet, InfoSheet data, fields, clauses, and signature layout all come through as expected.
    • If anything is missing, update the precedent and test again.

  9. Save the precedent into a Precedent Library

    Saving the precedent into a Precedent Library is what makes it available to users in OneLaw.

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

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

    • In Save to:, confirm Precedent Library is selected.
    • Select the library you want to save into.
    • Select the folder you want to save the precedent into.
    • To create a new folder, select the folder it should sit under, then select New folder. To create the folder at the top level of the library, select New folder without selecting a folder first.
      Save window with Save to set to Precedent Library and the Conveyancing library selected, with the New folder button highlighted. The New folder window is open on top, with a folder name entered ready to select OK.
      Result: The New folder window opens.

    • Enter a Folder name, then select OK.

      Result: The folder is created and selected as the destination for the precedent.
      Note: A folder you add here sits inside a library that is already set up in OneLaw, so it appears to users without any further setup. Adding a whole new library location is a separate task in OneLaw: see Set Up and Manage Precedent Libraries Using Local Drives or Set Up and Manage Precedent Libraries Using SharePoint.

    • Check Location: to confirm where the precedent will be saved.
    • Confirm the Name.
    • Tick Save as macro-enabled (.dotm) only if the precedent carries VBA macros, or has to run with a macro-enabled base template. Otherwise leave it clear and the precedent is saved as a .dotx.
      Save window with Save to set to Precedent Library, the new folder listed in the folder pane, the Location path and Name filled in, Save as macro-enabled (.dotm) not ticked, and the Save button highlighted.

    • Select Save.

      Result: The precedent is saved into the selected Precedent Library folder.

    Note: Now that the precedent 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 precedent and saved it into a Precedent Library. Users can now run it from OneLaw to assemble documents for a Party and Matter, with the InfoSheet data, fields, clauses, and signature layout you configured.

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