Upload and Manage Document Templates in OneLaw

Overview

Document templates in OneLaw are files that define the structure and wording of documents generated by the system. These files are created outside of OneLaw (for example, in Word) and then uploaded into OneLaw so they can be used where supported.

All document templates are uploaded and managed using a shared File Template mechanism. This means the same upload and management process applies across all document template types, regardless of which feature later uses the template.

This article explains how to upload, save, and manage document templates in OneLaw. It does not cover how to design templates, edit content, or use templates within specific workflows.

Who can do this

• System Administrators
• Template Administrators

Before you start

Before uploading a document template:

• Ensure the template file has already been created and saved locally.
• Confirm which template type (Use) the template should be assigned to.
• Determine whether the template should be set as the default.

Steps

Upload a document template

1. Open Document Templates
   • In OneLaw, go to the Administration tab on the navigation ribbon.
   • Click Document Templates.
     
     
   • In the Document Templates section, click the green Add (+) icon.
     
     Result: The File Template window opens.
     
     

2. Complete the File Template details

   In the File Template window, complete the following fields:

   • Use
     Select the template type. This controls where the template can be selected and used within OneLaw.
   • Name
     Enter the name that users will see when selecting the template.
   • File Name
     Select Browse and choose the template file to upload.
   • Is default [Use] file template
     Select this option to make the template the default for the selected Use.

3. Save the template

   • Select Save & Close.

   The template is uploaded and appears in the Document Templates list.

About template names and defaults

Naming templates

Multiple templates can be uploaded for the same Use. The Name is what distinguishes them in the Document Templates list and in selection screens where that Use is supported.

Clear naming helps when templates differ by format, presentation, or option.

For example, names may reflect:

• format or variant (such as Summary vs Transaction)
• branding or firm variation
• version or year

Template names can also be updated without re-uploading the file.

Default templates

Template types support the setting of a default template.

When a template is set as default:

• OneLaw automatically selects that template when a document of that type is generated.
• Users are still able to choose a different template at the time of generation.

Selecting Is default [Use] file template sets the template as the default for that Use. If another template is later set as default, it replaces the existing default.

Manage existing templates

Existing document templates are managed from the Document Templates list.

Open template details

To open the existing template details in the File Template window:

• Double-click the template in the list, or
• Select the template and click the Edit (cog) icon.

Result: The File Template window opens with the template’s current details populated.

Replace or update a template file

To replace the uploaded file:

• Open the File Template window.
• Select Browse and choose a replacement file.
• Select Save & Close.

The template is updated in place. Its Use, Name, and default status remain unchanged unless explicitly modified.

Delete a template

To remove a template:

• Select the template in the Document Templates list.
• Click the red Delete (-) icon.

Result: The delete template window displays

• Select Yes to confirm.

The selected template is removed from OneLaw.

Note

If the selected template is set as the default for its Use, OneLaw will prevent it from being deleted.

To delete the template, first set another template of the same Use as the default, then retry the deletion.

Ongoing template management

To keep templates manageable over time:

• Document templates are uploaded and stored in OneLaw.
• Templates are classified using a Use value, controlling where they are available.
• Default templates are applied automatically.
• Templates can be updated or removed using the Document Templates interface.

For instructions on configuring or using templates within specific features, refer to the relevant feature-specific Help Centre articles.