The Contract & Letters feature allows you to create reusable document templates that can be sent to the relevant participants. Once completed, the document will be automatically stored in the selected participant's profile, allowing them to easily access and download it whenever needed.
In this article, we will guide you through creating a document template using the Contract & Letters feature along with its overview.
This article contains:
I. Create a Document Template
Follow the steps below to create a document template:
From the side navigation menu, go to Contract & Letters > Document Templates.
You will be directed to the Document Templates page, where you can view existing templates or create a new one.
Click New Template > + Create Template.
In the pop-up window:
Enter the Template Name.
Select an existing Document Category, or create a New Document Category.
❗ Note: For more information about Document Categories, refer to the Document Category article.
Click Create.
You will be redirected to the template editor, where you can begin designing your document using the built-in Rich Text Editor (RTE). The editor allows you to customise and format your document according to your organisation's needs.
The functions of each tool are explained below:
Configure the Template Properties
On the right side of the editor, you will find the Properties panel, which consists of two tabs:
A. Participants
B. Dynamic Data
A. Participants
Participants define the people involved in the document.
❗ Important: All participants must already be onboarded in your Gutsy account before they can be added to the template.
To add participants:
Under the Participants tab, click + Add Participant.
Enter a Label to identify the participant's role in the document.
Example:
#1 – New Hire
#2 – Manager
Click + Add More to include additional participants.
Once you have added all participants, click Add.
After creating the participant list, select the Participant to Store Document.
This determines which participant's profile the completed document will be automatically stored in after it has been sent and completed.
❗ Note: Only one participant can be selected to store the completed document.
B. Dynamic Data
The Dynamic Data tab allows you to insert placeholders that are automatically populated when the document is generated.
The available dynamic data is grouped into the following categories:
Company – Company information.
Participant – Information about the selected participant, such as employee details.
Document – Information related to the document itself.
For example, if you insert the Employee Name field into the template, the employee's name will be automatically populated when the document is sent, eliminating the need to manually enter the information.
Save the Template
Once you have finished configuring the template, click Save Template.
Your document template is now ready to be used for sending contracts and letters.
II. Overview of the Document Templates
Once a document template has been created, you can manage it from the Templates tab.
To view the available actions, click the three-dot icon beside the template. The following options are available:
Send & Generate – Sends the document to the selected participants and generates the document based on the configured template.
Edit – Modifies the document template.
Generated Documents – Displays a list of all documents that have been generated from the selected template.
Delete – Permanently removes the document template.
III. Overview of the Generated Documents
After a document has been sent to the participants, it will be stored under the Generated Documents tab for future reference.
From this page, you can view the following information for each generated document:
a. Template Name – The name of the document template used.
b. Category – The document category assigned to the template.
c. Generated By – The administrator who generated and sent the document.
d. Participants – The onboarded participants involved in the document.
e. Sent Date – The date the document was generated and sent.
f. Status – Indicates the current progress of the document:
Sent – The document has been sent to the participants but has not yet been completed.
Completed – All required participants have completed the document.
To perform additional actions, click the three-dot icon beside the generated document. The following options are available:
View Document – Opens the generated document for viewing.
Edit Document – Makes changes to the generated document.
Download – Downloads a copy of the generated document.
You're all set! Start creating reusable templates to simplify document management and deliver contracts and letters more efficiently with Gutsy.
👉 Follow the steps here to send a document created from a template.
Still exploring? Head over to our Help Centre for more in-depth guides and FAQs.
If you have any questions, feel free to reach out to us at support@gutsyhq.com. We'll get back to you from there.