Best Practice for User Permissions in Your Workspace

Except a workspace admin, we recommend following permission settings for following types of users:

Permission Power Users Regular Users Clients
Admin NO NO NO
Can draft templates YES NO NO
Can see confidential documents Individual Individual Individual
Auto-sharing of all documents Individual Individual Deactivated
Export to “.docx” file YES Individual Individual
Export to “.pdf” file YES Individual Individual
Access to all templates Individual Individual Individual
Access to templates from all groups Individual Individual Individual
Access to templates from all countries Individual Individual Individual
Change language of a template YES YES Individual
Assign owner or share to All users All users Only users assign to a document
Can upload files Individual Individual Individual
Can view analytics YES Individual NO
Export documents YES YES Individual

 

 

New Update of Legito Released! What Is New?

  • New Types of Conditions

    • Conditions Related to Repeated Clauses
      You set up a condition that a text (e.g. full stop or comma) shall be added to a clause if such (or another) clause if first, last or any in other.
    • Conditions Related to Buttons
      You can set up a condition saying that a text or a clause will be added to a document only if user click to a button X times including other mathematical operators. Also, conditions “has been clicked” and “hasn’t been clicked were modified in a way that they respect minimal values of Buttons (explained below).
  • Real-Time Chat
    You can use our new chat to discuss your documents in real-time. It also tracks all changes in messages.
  • Significantly Precise Conversion from Word documents to Legito Smart Documents
    Conversion from Word is now more precise regarding order (subordinance) of clauses, numbering of clauses and also spaces between elements after conversion from Word.

 

  • Minimal and Maximal value of Buttons
    You can now set up minimal and maximal values of buttons. It means that you if you want to have a clause repeated according to a button in your document at least X times and/or not more than Y times, you can achieve this via this feature.
  • Enhanced Document Numbering
    We rebuild our numbering engine which now reflects numbering styles also in Legito user interface, not just in Word like it was before.

 

  • Manage of Content in Footer of Your Workspace
    We see the trend that you are using Legito also to collaborate with your clients inside your workspace. Therefore, we added an option that you can design your own footer for your workspace. Typically, you can add references to your webpages, terms and conditions, cookies and privacy policy.
  • Detailed Statistics
    You can now have easy access to full overview over usage of your Legito workspace. Great complementary feature to our Document Content Analytics.
  • Announcements
    You can now announce to users of your workspace an important news regarding to changes in laws, in your firm or your Legito workspace.
  • Features for Bilingual Documents
    You can generate a single clause in bilingual (two columns) document across those two columns (useful mainly for signatures. You can also automatically copy a text inserted to a language in the first column to a language in second one.

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8 new Legito features to speed up your work

We are continuously adding new features to Legito Smart Document platform to help you save time doing your paperwork, find below our last release!

1) Enhanced conversion from MS Word

We developed an AI feature which converts your unstructured text from Word into structured text in Legito Smart Documents. This help you to save a lot of time before the real fun starts – creating logical dependencies (‘if … then’ conditions) in your documents. Read more.

2) How to set up the guided tour to one of your own templates

The Guided Tour walks our users through Legito features. You can also set it up for your own templates to help your colleagues or clients to understand Legito better when they go through your automated documents. Read more.

3) Easier template management

From now on, you can create and edit all your templates from the Dashboard. This improvement in the User Experience of Legito will help your new colleagues in Legito to learn how to use it faster.

4) More features for Tables

You can set up conditions as well as repeats to rows and columns of tables, set up width of columns, set up borders of cells and house style of texts.

5) How to set tags in your documents

The tags are very useful to save you time on document execution, management and analytics by auto-extracting important information. This feature avoids “double data entry” if you already insert data you need to add to your documents somewhere else. Read more.

6) Robust permission management

We added several new permissions such as permission to see/not see other users. It’s important mainly for our users who gave clients access to Legito and need very restricted access (certain templates only or no templates at all) and security to keep clients separate.

7) Non-breaking spaces

An easy way to insert a non-breaking space in our Template editor by using ~ (if you want to add real ~ you just insert two of them: ~~). It will help you to do a more precise formatting such as prepositions that will be on the same row as a main word (e.g. in advance).

8 Bilingual documents

You can set up an text inserted into a Textinput which shall be automatically copied into another language version set up in the 2nd column. Also you can do it in the other way around, e.g. a clause that shall not be inserted in the other language version (useful mainly for signatures).

Our document automation team is ready to explain to you the above mentioned features in detail. Just shoot us an email at automation@legito.com.

Start Automating Now: Step-by-step Instructions

Step 0: Calculate your Document Automation ROI (details)

STEP 1: Convert your Word templates into Legito Smart Documents (details)

STEP 2: Incorporate logical dependencies (conditions) into your Legito templates (details)

STEP 3: Tag your automated templates => Smart documents (details)

STEP 4: Create House Style Template and Export Documents from Legito in Your Own Personalized House Style (details)

How To Set Up Guided Tour

Guided Tour walks our users through Legito features. It helps you, your colleagues or clients understand Legito better and makes the adoption of Legito easier and faster.

You may noticed that guided tour is automatically set up to one of our examples of automated templates.

The purpose of this article is to give you instructions how to set up the guided tour to one of your own templates.

How to do it?

  1. Label a template for the guided tour with #tour
  2. Write following labels to Help of each element type you want to explain within the guided tour:

#question
#select
#textinput
#link (note: Links don’t have Helps, therefore write it to Help of a paragraph in which the Link is.)
#button
#counter
#warning
#calculation
#date
#money
#optionalclause
#mandatoryclause

FAQs:

  • Use each above mentioned label only once.
  • Don’t forget to delete label #tour from our example of automated template.
  • You don’t have to use all above mentioned labels. The only mandatory label to start the guided tour is #tour.
  • Don’t forget to publish updated template. 🙂

Document Automation STEP 2: Incorporate logical dependencies (conditions) into your Legito templates

After you created a structured document in Legito by converting your Word document, it’s time for the real fun – creating logical dependencies (conditions) for clauses and fragments of them.

In other word, you shall incorporate your brain (knowledge) how to draft a document into your Legito smart document.

This is the most important part of the whole process. It’s where the most time savings and value come from.

You can find detailed instruction how to add logical dependencies (conditions) to your templates in Tutorial section of your Legito account.

We want to share with you a brief example how to create an automated template of a simple loan agreement. Please watch it in a full screen mode with sound turned on to get the best experience.

Do you have any question? Please contact our document automation support at automation@legito.com.

Document Automation STEP 3: Tag your automated templates => Smart documents

While Step 1 and Step 2 are basically mandatory, step 3 is optional. Automated document templates will work without tagging clauses and elements in your automated document templates, but we believe it will add significant value to your automated templates and will make them really smart documents.

The purpose of tags is:

  • to save you time on document execution, management and analytics by auto-extracting important information;
  • avoid “double data entry” if you already insert data you need to add to your documents somewhere else.

Lets break it down.

1) Auto-extraction of important information from Legito documents

  • Parties and other individuals or entities in documents

Typical example of information extracted from documents are data about parties and other individuals or entities.

Legito can automatically extract such information (name, address, ID etc.) and copy them to Legito Document Management or to any other DMS.

Please use following tags ta mark relevant elements in your automated templates:

#FirstPartyName
#FirstPartyAddress
#FirstPartyDate
#FirstPartyID
#FirstPartyFile
#FirstPartyRepresentative
#FirstPartyDefinition

#SecondPartyName
#SecondPartyAddress
#SecondPartyDate
#SecondPartyID
#SecondPartyFile
#SecondPartyPresentative
#SecondPartyDefinition

#ThirdPartyName
#ThirdPartyAddress
#ThirdPartyDate
#ThirdPartyID
#ThirdPartyFile
#ThirdPartyRepresentative
#ThirdPartyDefinition

#PersonName
#PersonAddress
#PersonID
#PersonDate
#PersonFile
#PersonRepresentative
#PersonDefinition

  • Deadlines

Another typical example of information extracted from documents are deadlines – expiration dates, due dates, signing dates and delivery dates.

Not only Legito can automatically extract such deadlines and copy them to Legito Document Management or to any other DMS, but it will also send you reminders when a deadline is coming.

Please use following tags ta mark relevant Date elements in your automated templates:

#expirationdate
#duedate
#deliverydate
#signingdate

  • Other important information

You can tag any Money element in your automated templates by tag #TotalValue to extract such amount into document value section in the document management.

 

You can tag any other clause of element in your automated templates by tag #Summary to extract such information into Summary section in the document management.

If you need to specify name of a document in detail, tag any element #DocumentName and it will be extracted to Document Name column in the document management.

If you would like to extract information from docs into another structure, our API is the right solution for you.

2) Auto-filling Legito documents from external sources

  • Public registers of legal entities

This is valuable mostly for our European clients, because the most of EU countries held public registers of legal entities to which you are able to connect your automated templates Legito will automatically fill in your Legito documents by data from such registers.

Please use following tags ta mark relevant Textinput elements in your automated templates:

#CompaniesHouse – United Kingdom
#vies – EU register of VAT payers
#ares – Czech Republic
#krs – Poland
#orsr – Slovakia

Use above mentioned tags separately and always with one of following tags: #FirstPartyID, #SecondPartyID#ThirdPartyID or #PersonID.

  • CRM or DMS (e.g. Salesforce, Hubspot or iManage)

Legito can also automatically populated data from your CRM or DMS system such as Salesforce, Hubspot or iManage and we are adding integrations with others fast.

Please use following tags ta mark relevant Textinput elements in your automated templates:

#iManage
#SalesForce
#HubSpot
#Clio (WIP)

Use above mentioned tags separately (also not with tags to public registers) and always with one of following tags: #FirstPartyID, #SecondPartyID#ThirdPartyID or #PersonID.

At the beginning, please allow the integration with above mentioned apps in your account settings.

  • Other

If you would like to populate data from any other system or from your own system, our API is the right solution for you.

Do you have any question? Please contact our document automation support at automation@legito.com.

Document Automation STEP 1: Convert your Word templates into Legito Smart Documents

You probably have already templates for your most frequently used documents. Legito has an AI feature which converts your unstructured text from Word into structured text in Legito Smart Documents.

This should help you save a lot of time before the real fun starts – creating logical dependencies (‘if … then’ conditions) in your documents.

Legito can even convert your text in Word into Text, Date and Money inputs, as well as Links and Selects from alternative wordings in Legito Smart Documents.

In general, you don’t have to modify your Word documents before the conversion if you intend to convert just text and add all special elements in Legito editor later.

The preciseness of the conversion is over 90% for the vast majority of documents.

If you would like to convert a text in Word into Text, Date and Money inputs, Links and Selects in Legito Smart Documents, please proceed as follows:

We prepared for you an example Word document (download) which helps you better understand how to modify your Word docs before the conversion.

Long story short: Insert name of Legito element or add text you want to create in a separate Text element (typically if you intend to add a condition for such text) into [ ].

Detailed Instructions:

  • Word: [Select: in cash/by wire transfer] ⇒ Legito: element Select with 2 alternative wordings: “in cash” or “by wire transfer”;
  • Word: [to the bank account number] ⇒ Legito: separate element Text in a clause with text “to the bank account number”;
  • Word: [Textinput: Insert name] ⇒ Legito: element Textinput with label “Insert name”;
  • Word: [Date] ⇒ Legito: element Date;
  • Word: [Money] ⇒ Legito: element Money;
  • Word: [Link] ⇒ Legito: element Link;
  • Word: [Calculation] ⇒ Legito: element Calculation.

Do you have any questions? Please contact our document automation support at automation@legito.com.

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