As soon as a user starts drafting a document, there is an option to save the document by clicking the Save button on the bottom of the page or the right side of the Document Menu Bar if activated.

Best practice, as when working with any electronic file, is to save early and often.
Legito however, regularly automatically saves your work to your browser, so should there be any accidental shutdowns, or closures of your working device, you are protected.
Upon resuming work on a document, a pop-up window will appear prompting you with options to continue working from where you last left off, or to start from the last saved version of your document.

When a document is initially saved in Document Editor, a new Document Record is automatically created in Legito’s Smart Document Management area. Once saved, the first version a document is created.  Additionally, a range of Smart Document Management tools become available, including Conversation and Download.  

Each saves creates a new document Version, to which a user can always return. And each new Version updates the Document Record in Legito’s Smart Document Management area. More about Version History can be found in the Version area of the KnowledgeBase.

When Saving, users may see the option to “Save as a New Document”. Only occasionally used, this feature allows users to save the current document as an entirely new document (with a new and separate Document Record), rather than saving the current version and continuing work on the new version of the document.

Generally, it is preferable to reduce the number of separate document records where possible, but a potential use case for saving a new document from an existing one may be a situation that calls for drafting two documents from the same template, but one in which the occurrence will not occur often enough to save a Favorite Setting, or was not anticipated to repeat at all. In such a situation, it may be preferable to save as a new document.

Take the following scenario of a real estate Legito user:

After a document is saved, the user continues to work with a new “Version” of the document. The previous version is available under the Review tab in the Document Menu Bar.

Note that the Versions tab will not appear until there is at least one version of the document. Every prior version of a document is available through the dropdown with a clearly visible time stamp (dd.mm.yyyy,hh:mm) and the name of the user who created the version. Users can open previous versions, either in the same window or in a separate window, and continue working on them.

Previous Document Version Notification 

Users accessing a Document via a link will receive a notification if a new version of that document has been created. Users will then have the option to continue with the most current Document version.

Occasionally, it will be necessary to update Templates. Either to correct drafting errors, update terms and conditions to match new regulations, or to add new automation features.

If a user starts to work on a document that was drafted from an outdated version of a template, upon opening the document, a window will pop up in Document Editor, announcing to the user that there is a new version of the template, and asking if the user would prefer to merge the changes to the Template into the new version of the document or merge the updated terms into a new document.

The nature of these merged changes may range from revisions to the template text, the logical dependencies/conditions, or to any of the template settings. Information already entered into the working document will remain in the updated document version.

Document Editor helps users draft documents quickly by leveraging conditions built into a template, but using Favorite Settings, can help users draft documents even faster.  A template can be designed (based on logical dependencies) to allow a user to draft different types of a single document.

For instance, a Contractor Agreement may be drafted to be:

• Contractor-Sided;
• Client-Sided; or
• Short and Friendly

A contractor-sided contract may include concepts like a penalty for late payment, assignment rights limited to the Contractor, or a strong indemnity clause. If your organization decides that this selection of clauses equals a contractor-sided agreement, a Favorite Setting for “Contractor-Sided” can be created by the Template Editor that could easily be selected from a dropdown list of Favorites Settings.

If a Favorite Setting has not been prepared by the person designing the template, any user may create their own Favorite.

First, it is recommended to utilize the Apply Conditions feature (see article below) to ensure that you have a complete overview of the document, guaranteeing that your Favorites are saved accurately. After selecting the respective clauses (e.g., late payment penalty, assignment, and indemnity), the user can scroll down to the bottom of Document Editor and select the “add to Favorite Settings” button to add the modified document as a Favorite setting. This process can be repeated for other Contractor Agreement types as well (i.e., Client-Sided, or Short and Friendly).

Now the next time a user wants to generate a Contractor Agreement, rather than individually selecting the respective clauses to draft the agreement to fit the desired scenario, the user can simply select the appropriate dropdown option from Favorite Settings, and that document type, with its respective conditional choices, will be automatically created.

It is important to note that Favorite Settings can only be selected at the outset of drafting.
Once work on a document has commenced and after it has been saved at least once, Favorite Settings are no longer available.
This is to ensure that any modifications made to a working draft of a document are not overwritten by selecting a Favorite Setting.

It is also worth noting that there are two ways that Favorite Settings can be saved:

• Created by a Workspace Admin or a user permissioned accordingly (to create templates) and made accessible to all appropriately permissioned users; or
• Created by users for their own use.

Availability of Favorites depends on user permissions though a user’s favorites are typically available only to that user.

Workspace Admins may create Favorites for users which has two main benefits:

• Users generating documents are able to save time by starting with a document which has preselected variables closer to their actual use case, thus significantly reducing drafting time; and
• Users are able to have an example of a best practice document, and may find inspiration in using those Favorite Settings as starting points.
  

Users creating personal Favorites (checking the box, “only for me”) may have various reasons for doing so. Not limited to agreements or contracts, this feature can be used for regular correspondence with a single client, where certain details of the document may remain static; it could even prove useful if a user is generating the same document for different clients- general documents that are mostly uniform but require slight revisions depending on the receiver’s industry or size.

Default Template Favorite Settings

Workspace Admins can now choose and apply a different default Favorite Setting to separate Template Suites. 

Personal Favorite Settings (“only for me” checkbox) cannot be selected as a Default Favorite Setting.

Default Favorite Settings will set automatically prior to drafting a new Document from an automated Template Suite.