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.

Step 4: Create House Style Template and Export Documents from Legito in Your Own Personalized House Style

We know how important it is for companies to keep their sense of corporate identity. And that also includes documents. At Legito we put emphasis on both being able to generate precise documents in less time and the possibility to automatically generate them in your own house style. Here’s how to do it.

The best think about House Style Template in Legito is that you do it once and it will be automatically applied to all relevant documents created from automated templates in Legito.

How does it generally work?

  1. Surely you already have a Word document with your company’s house style. That typically includes different predefined styles, a header and a footer.
  2. In this document all you have to do is erase any text (apart from your footer and header), because you will be generating text from Legito, and instead paste the following: $CONTENT$

    This is how a House Style template should look like before uploading to Legito
  3. Now that you prepared your template, you can upload it to Legito at My account -> Settings -> Basic settings -> House Style Templates.
  4. Once you are in Legito editor where you create automatized templates, choose your preferred style for each clause (paragraph).
  5. You can change text alignment, indent (including the option to start on a new page) and highlighting (bold, italic etc.) directly in our editor. These text settings are on the top right corner of the page (design).

What if we have several subsidiaries or need to generate documents on different letterheads?

No problem, we’re ready. You can upload as many House Style templates to Legito as you want. Simply select the House Style that you wish to use while generating (exporting) a specific document into Word.

You’re good to go when you have one central automated template for all subsidiaries which will simply be generated under different letterheads.

How can I make working with style settings for automated documents even easier?

A good tip is to rename the styles which you use as a default for individual blocks in your House Style template, so that they’re titled as we show below. This way you won’t have to set up these styles in our editor manually, they will be already done. What needs to be set up manually though, are non-standard styles (such as front page, contractual parties or a preamble). This article will help you with renaming styles in Word.

Default style names:

– numbered articles are generated according to a style named “Level1”

– numbered paragraphs are generated according to a style named “Level2”

– numbered subparagraphs are generated according to a style named “Level3”

– numbered points are generated according to a style named “Level4”

– numbered items are generated according to a style named “Level5”

– unnumbered articles are generated according to a style named “Body1”

– unnumbered paragraphs are generated according to a style named  “Body2”

– unnumbered subparagraphs are generated according to a style named “Body3”

– unnumbered points are generated according to a style named “Body4”

– unnumbered items are generated according to a style named “Body5”

– headings are generated according to a style named “Head”

For advanced users:

If you want to generate bilingual documents with two columns for each language, just add the same style name with “-Legito2” appended to the name for your second language (and so the second column) in your House Style template. For example, the style “Level2” for the second language would look like this: “Level2-Legito2”; “Preamble” would be “Preamble-Legito2” and so on – our system will automatically connect the two together.

You can select your own default House Style template to be used for generating any of your templates automated in Legito, and you can also single out alternative templates that will be picked by users – if you don’t wish the user to be able to select from all your House Style templates. This can be done in Step 5 when setting up any automated template in Legito.

Can we assist you with anything?

Our experienced Document Automation specialists are here and happy to help you with setting up and generating your personalized House Style automated documents. Write us anytime at automation@legito.com.

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