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 Best Practices and Design
Decisions
Legal Document
Templates 201
2
3
4
5
6
Document Automation
● 77% spend too much time on administrative
tasks
● 57% plan to take steps to improve
performance via greater use of technology to
cut costs
7
Document Automation
➢ Building a Solid Foundation in MS
Word
LEGAL DOCUMENT
TEMPLATES 101
8
9
● Copy/Paste
○ Issues
■ Errors of Omission and Errors
of Inclusion
■ Human Error
■ Time-Consuming
■ Data Reuse
■ Metadata
■ Client Confidentiality -
Overlooked past client info
■ Grammar mismatches
WORKING WITH WORD
DOCUMENTS
10
● Templates capture institutional knowledge
● Share and retain legal expertise in systems
not people
● Workflows
KNOWLEDGE MANAGEMENT
11
● Identify common elements and
reused data
● Add rules (conditional logic)
BUILDING ROBUST
TEMPLATES
12
● Template Sets
● Workflows
MOVING BEYOND SINGLE
TEMPLATES
13
GARBAGE IN -> GARBAGE OUT
● Paragraph and Section Numbering
● Cross-References
● Tab Stops and Tables
● Calculations
● Headers and Footers
● MS Word Fields
● Styles
14
USE THE ‘FREE’ STUFF
(Built-in MS Word features and functionality)
15
MS Word Tips and Tricks
Automating Templates
Cards and Fields
Representing information in Lawyaw templates
Cards vs Facts
Cards
Category or collection of related facts
Facts
Discrete pieces of information
Template
Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The
original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
Role Cards
A person, an organization (and possibly a venue)
John Sally Charlie Cassie
Carrie Judy Wally Wanda
First Bank
Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US.
The original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
Role Cards
A person, an organization (and possibly a venue)
John Sally Charlie Cassie
Carrie Judy Wally Wanda
First Bank
Other Cards
Grouping of other related information and facts
Marriage
Information
Mortgage
Information
Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The
original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
Other Cards
Grouping of other related information and facts
Marriage
Information
Mortgage
Information
Facts
Marriage
Information
• Date of Marriage:
November 5, 1999
• Place of Marriage:
Big City
• Description of
Spouses: husband
and wife
Mortgage
Information
• Original Loan
Amount: 350,000
• Interest Rate: 4.3
• Monthly Payment:
1,234
John
• Age: 47
• Street Address: 123
Main Street
• City: Anytown
• State: US
• Zip Code: 90210
• Personal Pronoun: He
Sally
• Age: 46
• Street Address: 123
Main Street
• City: Anytown
• State: US
• Zip Code: 90210
• Personal Pronoun:
She
Charlie Cassie Carrie
Judy Wally Wanda First Bank
•City: Anytown
•State: US
Cards with Fields (and Facts)
Child 3
•Full Name:
Carrie
Judge
•Full Name:
Judy
Witness 1
•Full Name:
Wally
Witness 2
•Full Name:
Wanda
Mortgage
Holder
•Full Name:
First Bank
•City:
Anytown
•State: US
Marriage
Information
•Date of Marriage:
November 5,
1999
•Place of
Marriage: Big City
•Description of
Spouses: husband
and wife
Mortgage
Information
•Original Loan
Amount: 350,000
•Interest Rate: 4.3
•Monthly
Payment: 1,234
Spouse 1
•Full Name: John
•Age: 47
•Street Address:
123 Main Street
•City: Anytown
•State: US
•Zip Code: 90210
•Personal
Pronoun: He
Spouse 2
•Full Name: Sally
•Age: 46
•Street Address:
123 Main Street
•City: Anytown
•State: US
•Zip Code: 90210
•Personal
Pronoun: She
Child 1
•Full Name:
Charlie
Child 2
•Full Name:
Cassie
Building a Template
Adding Fields to your Document
Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The
original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
Fields
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1
Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live
together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of
Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name]
and [Witness 2 Full Name] attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by
[Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage
Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
Creating a Template with Fields & Cards
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address],
[Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code].
[Spouse 1 Full Name] is married to [Spouse 2 Full Name].
[Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old.
They live together. They have three kids, [Child 1 Full
Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were
married on [Marriage Information Date of Marriage], in
[Marriage Information Place of Marriage]. They are
considered [Marriage Information Description of Spouses].
Judge [Judge Full Name] performed the ceremony. [Witness
1 Full Name] and [Witness 2 Full Name] attended the
ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one
mortgage on their property, held by [Mortgage Holder Full
Name] in [Mortgage Holder City], [Mortgage Holder State].
The original loan amount was $[Mortgage Information
Original Loan Amount]. The interest rate is [Mortgage
Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
John is 47 years old. He lives at 123 Main
Street, Anytown, US 90210. John is married
to Sally. She is 46 years old. They live
together. They have three kids, Charlie,
Cassie, and Carrie.
John and Sally were married on November
5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed
the ceremony. Wally and Wanda attended
the ceremony and served as witnesses.
John and Sally have one mortgage on their
property, held by First Bank in Anytown, US.
The original loan amount was $350,000.
The interest rate is 4.3%. The monthly
payment is $1,234.
Conditions
Adding Rules to Templates
Adding Flexibility with Conditional Logic
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1
Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live
together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of
Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name]
and [Witness 2 Full Name] attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by
[Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage
Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
First Condition (Different Address)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They
have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3
Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in [Mortgage
Holder City], [Mortgage Holder State]. The original loan amount was
$[Mortgage Information Original Loan Amount]. The interest rate is
[Mortgage Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
First Condition (Different Address)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
[Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip
Code].
First Condition (Different Address)
[Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code].
They live together.
Second Condition (No Children)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. They live together. They have no children.
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in [Mortgage
Holder City], [Mortgage Holder State]. The original loan amount was
$[Mortgage Information Original Loan Amount]. The interest rate is
[Mortgage Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
Second Condition (No Children)
They have no children.
They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
Third Condition (No Mortgage)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They
have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3
Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in [Mortgage
Holder City], [Mortgage Holder State]. The original loan amount was
$[Mortgage Information Original Loan Amount]. The interest rate is
[Mortgage Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
Third Condition (No Mortgage)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They
have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3
Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
Iterate
Don't let perfect be the enemy of good.
Best Practices
43
 Templates must be error-free.
 Templates should follow the
80/20 rule.
 Information should only be
entered once.
 Templates should be consistent
globally.
 Template terms should be
gender-neutral and inclusive.
44
● Identify variable (client/matter-
specific) data
● Review/adjust formatting
Prepping your Document
46
Data Reuse
● Flow of Information
● Structure of Information
● Storage of Information
53
● Spouse 1 role card
○ Description of Spouse
● Marriage Information other card
○ Description of Spouses
Role Card vs Other Card
54
Data Reuse
● Naming Conventions
55
Data Reuse
● Naming Conventions
56
Data Reuse
● Naming Conventions
Pronouns
57
● Fields vs Conditions
Conditions
58
Adding Rules to your Templates
● Design for Efficiency
○ Optimize the Journey
○ Data Reuse
59
● MS Word Calculated Field
● Lawyaw Field
● Blank
● Conditional Logic
Date Fields
Tabs vs Tab Stops
60
Tabs vs Tab Stops
61
Tables vs Tabs
62
Tables vs Tabs
63
Tables vs Tabs
64
Tables vs Tabs
65
66
● Data Reuse
● Template Sets
● Limitations of MS Word
● “Will this save me time?”
Automate for Efficiency
Thoughtful Design
67
● “Measure twice, cut once”
Thoughtful Design
68
Thoughtful Design
69
● Option 1
Thoughtful Design
70
● Option 1
Thoughtful Design
71
● Option 1
Thoughtful Design
72
● Option 2
Thoughtful Design
73
● Option 2
Option 1 Option 2
75
Design for your Workflows
76
● Option 1
Design for your Workflows
77
● Option 2
Design for your Workflows
Template Exchange
78
● exchange.lawyaw.com
79
● Case Captions
‘Stub’ Templates
Template Exchange
80
● exchange.lawyaw.com
81
● Reference Guide
Resources
82
● Best Practices
Resources
83
Questions?
➢ Schedule a Strategy Session
➢ The Exchange
➢ Template Academy
➢ Get in Touch
Joe Kaczrowski
Manager, Legal Content
joe@lawyaw.com
https://exchange.lawyaw.com/templates/template-services
Next Steps
84

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Document Automation: Best Practices and Design Decisions

  • 1.  Best Practices and Design Decisions Legal Document Templates 201
  • 2. 2
  • 3. 3
  • 4. 4
  • 5. 5
  • 6. 6 Document Automation ● 77% spend too much time on administrative tasks ● 57% plan to take steps to improve performance via greater use of technology to cut costs
  • 8. ➢ Building a Solid Foundation in MS Word LEGAL DOCUMENT TEMPLATES 101 8
  • 9. 9 ● Copy/Paste ○ Issues ■ Errors of Omission and Errors of Inclusion ■ Human Error ■ Time-Consuming ■ Data Reuse ■ Metadata ■ Client Confidentiality - Overlooked past client info ■ Grammar mismatches WORKING WITH WORD DOCUMENTS
  • 10. 10 ● Templates capture institutional knowledge ● Share and retain legal expertise in systems not people ● Workflows KNOWLEDGE MANAGEMENT
  • 11. 11 ● Identify common elements and reused data ● Add rules (conditional logic) BUILDING ROBUST TEMPLATES
  • 12. 12 ● Template Sets ● Workflows MOVING BEYOND SINGLE TEMPLATES
  • 13. 13 GARBAGE IN -> GARBAGE OUT
  • 14. ● Paragraph and Section Numbering ● Cross-References ● Tab Stops and Tables ● Calculations ● Headers and Footers ● MS Word Fields ● Styles 14 USE THE ‘FREE’ STUFF (Built-in MS Word features and functionality)
  • 15. 15 MS Word Tips and Tricks
  • 17.
  • 18. Cards and Fields Representing information in Lawyaw templates
  • 19. Cards vs Facts Cards Category or collection of related facts Facts Discrete pieces of information Template
  • 20. Facts John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and Carrie. John and Sally were married on November 5, 1999, in Big City. They are considered husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the ceremony and served as witnesses. John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is $1,234.
  • 21. Role Cards A person, an organization (and possibly a venue) John Sally Charlie Cassie Carrie Judy Wally Wanda First Bank
  • 22. Facts John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and Carrie. John and Sally were married on November 5, 1999, in Big City. They are considered husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the ceremony and served as witnesses. John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is $1,234.
  • 23. Role Cards A person, an organization (and possibly a venue) John Sally Charlie Cassie Carrie Judy Wally Wanda First Bank
  • 24. Other Cards Grouping of other related information and facts Marriage Information Mortgage Information
  • 25. Facts John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and Carrie. John and Sally were married on November 5, 1999, in Big City. They are considered husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the ceremony and served as witnesses. John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is $1,234.
  • 26. Other Cards Grouping of other related information and facts Marriage Information Mortgage Information
  • 27. Facts Marriage Information • Date of Marriage: November 5, 1999 • Place of Marriage: Big City • Description of Spouses: husband and wife Mortgage Information • Original Loan Amount: 350,000 • Interest Rate: 4.3 • Monthly Payment: 1,234 John • Age: 47 • Street Address: 123 Main Street • City: Anytown • State: US • Zip Code: 90210 • Personal Pronoun: He Sally • Age: 46 • Street Address: 123 Main Street • City: Anytown • State: US • Zip Code: 90210 • Personal Pronoun: She Charlie Cassie Carrie Judy Wally Wanda First Bank •City: Anytown •State: US
  • 28. Cards with Fields (and Facts) Child 3 •Full Name: Carrie Judge •Full Name: Judy Witness 1 •Full Name: Wally Witness 2 •Full Name: Wanda Mortgage Holder •Full Name: First Bank •City: Anytown •State: US Marriage Information •Date of Marriage: November 5, 1999 •Place of Marriage: Big City •Description of Spouses: husband and wife Mortgage Information •Original Loan Amount: 350,000 •Interest Rate: 4.3 •Monthly Payment: 1,234 Spouse 1 •Full Name: John •Age: 47 •Street Address: 123 Main Street •City: Anytown •State: US •Zip Code: 90210 •Personal Pronoun: He Spouse 2 •Full Name: Sally •Age: 46 •Street Address: 123 Main Street •City: Anytown •State: US •Zip Code: 90210 •Personal Pronoun: She Child 1 •Full Name: Charlie Child 2 •Full Name: Cassie
  • 29. Building a Template Adding Fields to your Document
  • 30. Facts John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and Carrie. John and Sally were married on November 5, 1999, in Big City. They are considered husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the ceremony and served as witnesses. John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is $1,234.
  • 31. Fields [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
  • 32. Creating a Template with Fields & Cards [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment]. John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and Carrie. John and Sally were married on November 5, 1999, in Big City. They are considered husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the ceremony and served as witnesses. John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is $1,234.
  • 34. Adding Flexibility with Conditional Logic [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
  • 35. First Condition (Different Address) [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment]. [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
  • 36. First Condition (Different Address) [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment]. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code].
  • 37. First Condition (Different Address) [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They live together.
  • 38. Second Condition (No Children) [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have no children. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment]. [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
  • 39. Second Condition (No Children) They have no children. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
  • 40. Third Condition (No Mortgage) [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment]. [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
  • 41. Third Condition (No Mortgage) [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name]. [Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name] and [Witness 2 Full Name] attended the ceremony and served as witnesses. [Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by [Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
  • 42. Iterate Don't let perfect be the enemy of good.
  • 43. Best Practices 43  Templates must be error-free.  Templates should follow the 80/20 rule.  Information should only be entered once.  Templates should be consistent globally.  Template terms should be gender-neutral and inclusive.
  • 44. 44 ● Identify variable (client/matter- specific) data ● Review/adjust formatting Prepping your Document
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  • 46. 46 Data Reuse ● Flow of Information ● Structure of Information ● Storage of Information
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  • 53. 53 ● Spouse 1 role card ○ Description of Spouse ● Marriage Information other card ○ Description of Spouses Role Card vs Other Card
  • 58. Conditions 58 Adding Rules to your Templates ● Design for Efficiency ○ Optimize the Journey ○ Data Reuse
  • 59. 59 ● MS Word Calculated Field ● Lawyaw Field ● Blank ● Conditional Logic Date Fields
  • 60. Tabs vs Tab Stops 60
  • 61. Tabs vs Tab Stops 61
  • 66. 66 ● Data Reuse ● Template Sets ● Limitations of MS Word ● “Will this save me time?” Automate for Efficiency
  • 75. 75 Design for your Workflows
  • 76. 76 ● Option 1 Design for your Workflows
  • 77. 77 ● Option 2 Design for your Workflows
  • 84. ➢ Schedule a Strategy Session ➢ The Exchange ➢ Template Academy ➢ Get in Touch Joe Kaczrowski Manager, Legal Content joe@lawyaw.com https://exchange.lawyaw.com/templates/template-services Next Steps 84