Creating and Managing Contract Templates

The contract module is a powerful tool designed to streamline your workflow, reduce administrative tasks, and provide flexibility when preparing contracts. By creating reusable templates, you can significantly speed up the process of sending.

Key terminology explained

To get the most out of the system, it's important to understand the distinction between "documents" and "templates."

• Document: This refers to a raw PDF file stored at the property level. It can have fields and signature boxes added to it, but it is specific to a single listing. Think of this as your one-off, property-specific file.

• Template: This is a reusable document stored at the Openn, Agency, or Agent level. Templates typically have fields and signature boxes pre-configured and are designed to be used across multiple properties.

Essentially, a document is for a single use on a specific property, while a template is a master copy you can reuse again and again.

The "Contracts" page: your template hub

The "Contracts" item in your profile menu takes you to the central hub for managing all your contract templates. From here, you can create, view, edit, and organise all available templates.

This page includes:

• A dedicated Templates tab to see all available templates.

• A powerful search bar and filters to quickly find the template you need.

• Clear information for each template, including the number of pages, fields, and signatures.

Permissions for managing templates are based on your role:

• Agents can create, edit, duplicate, and delete their own templates. They can also view and duplicate templates created by their agency or by Openn.

• Agency Admins have the same abilities as agents but can also create and edit templates for the entire agency, ensuring brand consistency.

How to create a new template?

When you click "Create template", the builder screen appears, allowing you to assemble your template.

1. Add documents: In the left panel, either upload new documents from your computer or select from existing templates ("My Templates" "Agency Templates" or "Openn Templates").

2. Arrange and order: As you select or upload files, they appear in the right panel. Simply drag and drop the documents into the precise order you need for the final merged file.

3. Name and tag: Once your documents are in order, you'll be prompted to name your template. You can also add tags for Location (e.g., WA, QLD), Sales Method (e.g., Private Treaty, Auction), and Contract Type (e.g., Final Contract, Qualification). Tags will be used to select relevant templates when sending a document in a context of a property

4. Add and edit fields: After naming, you'll be taken to the field editor to place or modify text fields, signature boxes, and other elements.

5. Save and complete: Once you're done, click "Complete". Your new template will be saved and available when sending documents for signature. 

The Contract Sending Flow

The "Prepare Contract of Sale" workflow fully integrates the template system.

• When preparing a contract, the document selection modal appears.

• The system intelligently suggests templates first based on the property's Location and Sales Method tags, saving you time.

• You can add property-specific documents, combine them with templates, and re-order everything on the fly to create the perfect contract package for any sale.