Edit Columns

It is possible to edit columns for each Object Management area.

To reorder columns, add or remove a column, set column width or any other parameters, click Edit in the top right corner of the grid. A new icon will appear in each column. Open the menu and choose an action. Afterward, click “Done” in the right upper corner of the grid.

This feature is available to Workspace Admins only. Settings will apply to all Workspace Users.

Customizable Objects exponentially increase your process automation power. Operations, Legal, Procurement, Sourcing, Human Resources, and Sales teams all can create customized Objects to manage all aspects of a document’s lifecycle, with no coding required.

Legito customers use Objects to build applications such as:

• Tailor-made knowledge repositories, including clause libraries.
• Customized case management tools.
• Client and vendor management lists that align with their records.
• Real Estate property reports.

These are just a few of the countless possible bespoke solutions, including (soon to be implemented) integration with Legito’s automated documents.

An Object Record consists of Object Properties (similar to Document Records’ Properties).

To administer Objects, go to My account => Settings => Objects. There are three tabs:

• Objects, where Objects may be created, modified or deleted
• Properties, where properties may be assigned to Objects
• Property Groups (the same functionality as Property Groups for Document Records

Only Admins have access to the Object settings.

Sharing for Objects

Similar to Document Records, it is possible to apply the Sharing of individual Records in an Object.

There are 3 permission levels:

• VIEW
• EDIT
• MANAGE

Object with activated Sharing has the following additional settings:

• Each Record has a mandatory Owner that has Manage permissions for the Record. 
• It is possible to define for each User if such a user has activated the auto-shared View, Edit, or Manage permissions to all Records in the Object.
• Each Object Record has a Share button where Users with Manage permissions can share the Record with other Users, as well as modify or remove permissions.
• Filter according to the assigned Owner appears in Filters, not on the left side of the Object page.
• Only Users with Manage permissions can change the assigned Owner, Share the Record, Delete the Record, and edit Properties that are by their definition editable only with Manage permissions.

It is possible to activate or deactivate Sharing for Objects in My account => Settings => Objects => Edit (for each Object) and then activate the item “Sharing” (tick the checkbox). It is also possible to deactivate Share for an Object.

Customizable button for creating Object Records

The Create Record button text displayed for an Object can be customized for each Object. For example, if you create an Object called Vendors, the button text could be named “Add Vendor” instead of the generic Create Record text.

To customize the button text, go to Settings, section Objects, click the Edit button for the selected Object, insert text for the new button and click confirm.

Document Priority has been added as a new System Document Record Property. Workspace Admins can customize the priorities of your Document Records in My Account => Settings => Manage Documents => Priorities.

Workspace admins can customize the Document Management area in My Account => Settings => Manage Documents.

Default Workflow and Soft are for the Kanban view only.

Users have the option of viewing the Document Management area of Legito as a Kanban view, as an alternative to the default grid view, The Kanban board view offers users a different way to manage document lifecycles, using columns. Kanban view can be displayed for each Workflow in your Workspace. Document Record properties may be selected according to which Document Records are displayed in each column.

Last review: April 2024

A search functionality not only lets you search throughout Legito’s comprehensive database (properties/metadata) to find the content you need but also searches text within documents.

The “Document” item in the Document Record search filter determines whether the search will include document contents.

Legito’s search will help you locate the correct documents even if there are spelling errors or slight spelling variations between the searched words and the actual content.

In addition to filtering areas that should be searched, it is also possible to choose the search logic that is applied.

Users can choose any of the following options in the Search drop-down menu:

• Terms in any order: The standard query for performing a full-text search. This query finds the documents that contain a text string inserted into the search box. For example, if you insert the text “lic”, Legito will find documents that contain words such as policy, non-solicitation, license, solicitor, illicit, and duplicate.
• Phrase in exact order: This query finds the documents that match exactly a given phrase. The idea behind this option is to search for the phrase (group of words) inserted in the search box in the same order. For example, if you are looking for the phrase “Non-disclosure Agreement”, documents are searched with those words in that order.
• Phrase in any order: This query finds the documents that contain any word from the phrase inserted into the search box. For example, if you are looking for the phrase “Cease and Desist Letter”, Legito will find documents that contain phrases such as “desist and cease” as well as individual words “Cease”, “and”, “Desist” or “Letter”.
• Phrase prefix: This query finds all documents that contain any word or phrase that starts with text inserted into the search box. For example, if you insert the text “con”, Legito will find documents that contain words such as Contract, Confidentiality, Contractor, and all other words starting with “con”.

Fuzziness

In addition to selected search logic, fuzziness allows the acceptance of documents with typographical (spelling) errors in the searched text. In other words, you will retrieve results even when the search term contains slight variations. For example, if you are looking for the phrase “Non-disclosure Agreement”, Legito will also find documents that contain “No-disclosure Agreement” or “Non-disclosure Agreement”.

Filter Types

It is possible to choose a predefined period in addition to the custom date interval. It applies to all Date properties in Document and Object management.

It is possible to use the filters:

• Document Records with active approval process
• Document Records with active signing process
• Approvers (Users appointed as Approvers to a certain Document Record)
• Template Suite &Document Record TypeThere are options within the Document Management section where you can filter by the Template Suite your Legito Document was created from, and the Document Record Types.

Favorite Filters

Favorite (saved) Filters are available for the Document Management area as well as for each Object Management area.

Similar to Categories, our new Document Record Labels help users locate documents more quickly. Provided a user is either a Document Record Owner, or has permission to manage a Document Record, if also granted the “Can create Labels” permission, that user may create new labels and attach them to Document Records. Users without this permission may from any existing Labels.

Workspace Admins may centrally manage Labels in the “Templates & Doc Grouping” section.

Edit Columns

It is possible to edit columns in the Manage Documents area.

To reorder columns, add or remove a column, set column width or any other parameters, click Edit in the top right corner of the grid. A new icon will appear in each column. Open the menu and choose an action. Afterward, click “Done” in the right upper corner of the grid.

This feature is available to Workspace Admins only. Settings will apply to all Workspace Users.

Document Record Properties categorize, record, and summarize key information about your documents to improve your document management efficiency. These properties make it possible to search through and filter Document Records and make further use of document information, including analytics.

Workspace Admins can manage Document Record content in My Account => Settings => Document Records.

The Document Records administration area has three sections:

• Properties
• Property Groups
• Document Record Types

Properties

The Properties section allows for the creation, modification, deactivation (and reactivation), and deletion of Document Record Properties. To create a new Document Record Property, click the “Create” button in the top right corner of the screen. Each Document Record Property has the following attributes:

• Name: Name of the property that will be displayed to users in Document Records. This field is mandatory.
• System Name: Auto-generated text-string used to import or export property data via our API. This field cannot be modified.
• Description: Additional information describing the property to be displayed in a “bubble” next to the property name in Document Management. This field is optional.
• Property Group: Each Property must be assigned to a Property Group. Property Groups are described below.
• Application to Template Suites: Properties may be applied either to Document Records created from all Template Suites or only from a selection.
• Application to Document Record Types: Properties may be applied to manually created Document Records of any Document Records Type or only selected Document Records Types.
• Property Type: There are 16 different types of Document Record Properties in addition to system properties. Each Document Record Property type may have additional settings.
  To learn more about each type of Document Record Properties, please visit the following articles:

• • • System (Uploaded Files, Document Record ID, Confidentiality, and more)
    • Inputs (Text, Financial or Numerical values, Dates and more)
    • Choosing Options (Single or Multiple Choice Select and Checkboxes)
    • Special (Users, User Groups, Item from Custom Lists) 500
• Template Tag: Each Document Record Property may be assigned a Template Tag to facilitate automated data extraction from Legito Documents. To learn more about all combinations of properties’ types and Template clauses and elements, please visit the Extraction To Document Records article or the KnowledgeBase articles on Template Elements.
• Show in Document Management area: Determine which Document Record Properties will be displayed in the abbreviated view of the Document Record in the Document Management area. All applicable properties are displayed in the Full Document Record view (when opened in a separate window).
• Allow filtering: Permits the property to be used 1) as a search filter for Document Records in the search box located at the top of the Document Management area if the property is text, or 2) as a filter on the left side of the Document Management area along with other types of filters if the property is a selection from options, dates, financial or numerical value. When not selected, it won’t be possible to use the property for any of the above-mentioned purposes.
• Modifiable extracted value: Permits users to modify values extracted from Legito Documents provided such user has the appropriate permissions.
• Extract if modified manually: Permits the ongoing automatic extraction of data from Legito Documents after manual modifications to values.  Typically, when a property value is extracted from Legito Documents, and the property value has already been modified manually by a user (It is also applicable if the value was modified prior to extraction), Legito will lock the value against additional extractions from the newer versions of the relevant Legito Document in order to prevent the value manually modified by a user from being overwritten by extracted values. If the checkbox is ticked, the ongoing extraction from Legito Documents will continue and overwrite the value manually modified by a user.
• Export to CSV: Export Document Records to CSV in the Document Management area with a Document Record Property by activating “Export to CSV”.
• Modifiable with Edit permission: Ticking this option allows users with Edit Permission to modify a Property’s value, in addition to Owners and users with Manage permissions.
• Record Name: The content of this property will be used to name the Object Record.
• Show in Form: Only Properties with an activated “Show in Form” checkbox will be displayed in the modal window when adding a new Record (applied to both Document and Object Records).

Property Groups

Property Groups determine how Properties will be displayed in Document Records. Property Groups may be organized according to the order in which Property Groups will be displayed in the Document Records. Properties within a Property Group may be similarly organized. A Template Group always must have a name. However, it is possible to hide the Name in Template Record. If you do so, the properties in the Property Group will be separated from properties in other groups using larger spacing. Property Groups may be deleted only if they do not contain any Document Record Properties.

You can choose if Property Groups (and Properties inside them) will be situated on the right or left side of a Record.

Document Record Types

Document Record Types apply to manually created Document Records. Their purpose is to allow Workspace Admins to create deeper customization options for manually created Document Records by restricting the assigning of some Document Record Properties selected Document Record Types. Users will select an appropriate Document Record Type for each newly created Document Record. Once the Document Record Type is assigned to a Document Record, it cannot be changed. Document Record Types may be organized according to the order of how they will be displayed in the Document Record Type dropdown. Deleting a Document Record Type will not affect previously created Document Records of the same type.

 Permissions for Document & Object Record Properties

It is possible to define what permission level is needed to edit a Document or Object Record Property. The Property can be edited after a Document Record is created with the Edit permission to the Document Record, Manage permission to the Document Record, or a user has to be the Workspace Admin to be able to edit the value/content of the property which ensure that only the admin will be able to change the property value/content after the Document Record is created.

Document Record Properties in this category are defined by Legito. Workspace Admins are not permitted to add properties to this category. System properties have usually functions related to other Workspace features.

System properties cannot be deleted, but they may be deactivated. Limited customization of System properties are available, however the Property Name, Property Type and associated Template Tag fields may not be edited.

There are the following System properties:

• Saved Files – Area to open, upload, download, or delete files in supported formats.Versioning of uploaded documents: Version is created automatically when a user newly opens a document in the online version of Word/Excel/PowerPoint embedded in Legito and modifies the document. Users may also add new versions manually. For example, if your counterparty needs to download the document and edit it offline.

  The Auto-save feature is not affected by this change and it works as usual – all changes are automatically saved to the recently created version of the document.

  Users can see the history of the document versions and go back to any previous version.

  
  Supported formats: docx, doc, PDF, ppt, pptx, xls, xlsx, msg, eml.

  Customization: The activation of the Saved Files Property is possible for Document Records as well as for Object Records. The Saved Files Property for Object Records can be assigned to certain Objects only, and it has other standard settings just like any other Object Property. The only difference between Document Records and Object Records is that the e-signature process cannot be initiated for Files uploaded to Object Records.

• External File Storage Link – Link to files not stored in Legito. Links are added directly to the Document Record.
• Expiration Date – Allow users to insert one Expiration Date as part of the deadlines. Automatically extracted from Legito Documents.
• Signing Date – Allow users to insert several Signing Dates as part of the deadlines. Automatically extracted from Legito Documents.
• Payment Date – Allow users to insert several Payment Dates as part of the deadlines. Automatically extracted from Legito Documents.
• Delivery Date – Allow users to insert several Delivery Dates as part of the deadlines. Automatically extracted from Legito Documents.
• “Created” Date – Date a Document Record was created.
• “Modified” Date – Date a Legito Document was last modified and saved.
• “Active” Date –  Date of the last activity according to the Document Record Timeline.
• Total Value – Information indicating the total value of the document. The Total Value may also be modified directly in the Document Record.
• Summary – All other important information about a document. Usually a document’s subject-matter.
• Confidential – Limits access to users with permission to view confidential documents.
• Deadline Notifications – Enables in-app or email notifications for approaching expirations of document dates, including Expiration, Signing, Payment, or Delivery Dates. When selected, it is possible to set the number of days in advance to receive the notification. This will be applied to any user with access to the Document Record.
• Related Documents – Property where you can define a “tree” structure or related Document Records (documents).
• Associated Templates – This feature helps you efficiently draft Amendments, Termination Notices, Purchase Orders (within a Master Agreement), and similar documents that share a lot of the same data contained within the main contract by automatically pre-filling data from the main document (typically a contract) to its related documents.
  

  How this Property works

  The Associated Templates property lets you attach Template Suites to Documents Records. When such a Template Suite is used, it automatically triggers the Smart Import feature which populates the data from the Legito Document connected with the Document Record (e.g. Master Service Agreement), and sets the Document Record of the newly generated Legito Document (e.g. Amendment) as Related (subordinate) to the Document Record where the Template Suite was selected from.

  

  How to set up this Property

  It is possible to create this Property in Workspace Settings, either in the Document Records section or Objects section the same way as any other Property.

  Except for the standard Property settings, you must define which Template Suites are displayed. It is possible to choose from all Template Suites of the Workspace regardless of user permissions assigned to them. This Property overrides Template Suites permissions, which means that Users who do not have permission to use a certain Template Suite may use it when defined in this Property and have access to the Document Record where this Property is used.

  

  Enabling Templates in selected Workflow Stages

  We understand that you might want to only allow Users to use some Template Suites (Documents) in certain Workflow Stages, for example, use Termination Notice only when a document is scheduled to be terminated, so it is possible to define which Workflow Stage in each Template Suite is enabled for each User.

  

  Apply the Sharing from the main Document Record

  You may also want to share a related Document (Document Record) created by using this Property with the same Users as the main Document. You can do this by activating the “Apply Sharing” feature.

  

  Other Use

  Associated Templates may also be used in Object and Document Records without a Legito Document but in this case, the data import won’t be applied.