Create a Precedent

Overview

A precedent is a Microsoft Word document configured for use in OneLaw. Precedents use a base template for consistent formatting, and may include mapped fields, clauses, fragments, and InfoSheets so OneLaw can assemble documents for parties and matters. A precedent can be fully automated or a simple static document; this article focuses on creating automated precedents. Once created and saved into the firm’s external storage, precedents are made available to users through the Precedent Library in OneLaw.

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.
• Ensure the Precedent Library structure (folders) is prepared or will be created when saving the precedent.

Steps

1. Start a New Precedent

   This step establishes the document’s foundation. You can begin from scratch or inherit structure, formatting, and placeholders from an existing base template.

   • In Word, select the OneLaw Templates tab.
   • Click New Template.
     
     Result: The New Template window opens.
   • Enter a precedent name in Template Name field.
     
   • Choose how you want to start the precedent:
     • Leave the Based on field as none - if you are creating the precedent 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 precedent to inherit the base template’s formatting, style, placeholders, headers, footers, and any StyleSheet.
       
       Result: The new document inherits the 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 precedent will use merge fields, 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 precedent.
   • 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 new Word document opens, pre-populated with the base template’s structure, formatting, and placeholders.

   Reminder 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 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 the precedent. If the precedent needs to use Party, Matter, or Prompt data - attaching them makes their fields available for mapping in step 5. Precedents created from a base template, will inherit any InfoSheets attached to that template and will display in the list. For precedents started from scratch, the list will be empty, and you can add 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.
      

3. Add the Document’s Content and Placeholders
   You can add or refine the main content for your precedent and identify where OneLaw should insert data. If the precedent was based on a base template, some structure and placeholders may already be present; if created from scratch, you can add them yourself.

   A placeholder can be:

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

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

   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, 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. Adjust Stationery and StyleSheets
   Stationery and StyleSheets control the document’s formatting and header/footer behaviour. If the precedent was created from a base template, it will inherit these settings. If it was created from scratch, you can configure them now. Update these settings only if this precedent requires different formatting (for example, a deed without headers/footers).
   
   To review or update stationery

   • In the OneLaw Templates tab, select Template Stationery.
     
     Result: The Default Stationery Settings window opens.
   • Review any existing settings (inherited from the base template).
   • Update the stationery behaviour if required (for example, remove header/footer or change first-page settings).
   • Click Apply.
     

   To apply a new StyleSheet

   • From the Home tab, open the Stationery dropdown.
     
   • Select StyleSheet and choose the StyleSheet you want to apply.
   • Click Apply Styles.
     
   • 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 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

   Use 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 real 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. Insert Fragments and Clauses
   Insert any fragments or clauses this precedent may require. These reusable building blocks let you assemble consistent sections of text and reduce future maintenance.

   • From the Word Home tab, open the Fragments dropdown.
     
   • Select the required fragment category or clause library.
     
     Result: An Insert Fragment/Clause window will display.
     Note: Fragment categories appear first and are separated from clause libraries by a divider.
   • In the window, select either:
     • the specific fragment, or
     • the required subfolder and clause you want to insert.
   • Click Insert.
     Result: The text is inserted and numbering updates automatically.
   • Repeat for additional fragments or clauses as required.

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

   For detailed information and steps on inserting clauses and fragments, see: Insert Fragments and Clauses Manually. 

   Note: You can also automate how clauses and fragments behave when a precedent runs. To include, remove, or control these elements during assembly, see:

   • Include Clauses Automatically Using OA INCLUDE Tags 
   • Remove Clauses or Lines Using OA REMOVE Tags 
   • Use Inline Clause Pickers 
   • Use Fragment Selector Fields in InfoSheets 

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. 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 .

8. Save the precedent
   Precedents must be stored in the firm’s external file location before they are available within the Precedent Library in OneLaw.

   Before saving, check the precedent’s template settings:

   • Check Template Properties:
     • In the OneAuthor tab, select Template Properties.
     • Ensure Execute on New Document Creation is ticked.
     • Confirm other settings (such as Template Uses MergeFields) are correct.
       
   • Check Stationery Settings:
     • In the OneAuthor tab, select Template Stationery.
     • Confirm the default stationery behaviour is correct (inherited or set manually).
       

   • Save the file

     Use Save As to save the precedent into your firm’s external folder structure.

     • Go to the File tab and select Save As.
     • Browse to the required external folder.
     • Save the precedent:
       • as a Word Template (.dotx) if it includes InfoSheets, mapping, fragments, or clauses
       • as a Word Document (.docx) only if it is a non-automated reference document
     • If you need to create a new folder
       • You may create a new folder during Save As (for example, a new category of documents).
         Important:
         Creating a new folder does not make it available in OneLaw automatically.
         To surface the folder in the Precedent Library, it must be added separately in OneLaw. For more detail on this, see: Set Up and Manage Precedent Libraries .
9. Test the Precedent
   • Open a party or matter with the required party/fee type and data.
   • Run the precedent from the Precedents tab.
   • Complete any Prompt InfoSheets if required.
   • Check the output document for correct data, formatting, clauses, and signatures.
   • Update the precedent as required.

Recommended articles

• Insert Merge fields and Map Content Controls
• Insert Fragments and Clauses Manually
• Configure Signature Placeholders and Rules