Video 8 of 26 ยท Set Up

Document Templates vs Contract Templates

Set up your commercial document templates, build a contract template, and see it work on a real subcontract

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Watch the Document Templates vs Contract Templates video
Watch the Document Templates vs Contract Templates video on YouTube
Watch the video walkthroughhttps://youtu.be/PEOZMSYNIfQ

In this walkthrough, you'll set up the templates that produce your commercial documents in the Deep Space web app. We'll cover the difference between a Document Template and a Contract Template, set up each one, then create a subcontract and watch the contract fill itself in. Then we'll cover the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

What's the difference?

A Document Template decides how a document looks. It holds the wording, your logo and layout, and the variables where va
A Document Template decides how a document looks. It holds the wording, your logo and layout, and the variables where values print. A Contract Template decides what a contract is made of. Which parts are optional, what has to be captured, where each value comes from, and who signs first.
Most documents only ever need a Document Template. Progress claims, payment schedules, tax invoices, variations and purc
Most documents only ever need a Document Template. Progress claims, payment schedules, tax invoices, variations and purchase orders all work this way. A Contract Template is an extra layer for complex subcontracts. It always sits on top of a Word Document Template, which we call its master.

Commercial document templates

Go to Admin, Document Templates. Every template belongs to a document type. Pick a category on the left, then filter by
Go to Admin, Document Templates. Every template belongs to a document type. Pick a category on the left, then filter by status, or by HTML and Word.
Open the three dots on a template. Set as assigned makes it the default for its type. Add to picker pins it next to the
Open the three dots on a template. Set as assigned makes it the default for its type. Add to picker pins it next to the default. Clone and Edit makes a draft copy for you to change, and Convert to Word makes a Word copy.
An HTML template is edited right here. Click a section, insert variables from the panel on the left, and check the Sampl
An HTML template is edited right here. Click a section, insert variables from the panel on the left, and check the Sample preview. Green values come from your Company Settings.
Or bring your own Word file. Click Upload Word Template, give it a name, choose the category and document type, and pick
Or bring your own Word file. Click Upload Word Template, give it a name, choose the category and document type, and pick your docx. Leave Word master for a Contract Template unticked. That box is only for contract masters.
The Word workbench lists every variable in your file. A green tick means Deep Space fills it automatically. Switch to Si
The Word workbench lists every variable in your file. A green tick means Deep Space fills it automatically. Switch to Simulated to see the document exactly as it will print.
When it's ready, publish it, then assign it. Only published templates are ever offered, and the assigned one is what eve
When it's ready, publish it, then assign it. Only published templates are ever offered, and the assigned one is what every Generate, Download and Send uses by default.

Contract templates

Now go to Admin, Contract Templates. Each contract type shows its Word master, and how many subcontracts use it.
Now go to Admin, Contract Templates. Each contract type shows its Word master, and how many subcontracts use it.
The quickest start is to import a ready-made one. Click Import and choose a package from our Contract Template Library.
The quickest start is to import a ready-made one. Click Import and choose a package from our Contract Template Library. It comes in as drafts and changes nothing already in your workspace.
Or click New contract template. The editor has ten tabs, worked left to right. On Overview, name the contract type, set
Or click New contract template. The editor has ten tabs, worked left to right. On Overview, name the contract type, set it to Subcontract, and set the jurisdiction.
On Document, link your Word master. Use Mark selection as optional part to wrap an annexure or schedule in a bookmark.
On Document, link your Word master. Use Mark selection as optional part to wrap an annexure or schedule in a bookmark.
On Parts, say which bookmarked blocks are optional, whether they start ticked, and what switches them on.
On Parts, say which bookmarked blocks are optional, whether they start ticked, and what switches them on.
On Fields, list what each contract captures. Bind a field to a source, like Company Settings or the Directory, and Deep
On Fields, list what each contract captures. Bind a field to a source, like Company Settings or the Directory, and Deep Space fills it. Everything else is entered on the contract.
Then work through Token map, Amendments, Pack and Execution, and finish on Validate and publish. Only a clean template c
Then work through Token map, Amendments, Pack and Execution, and finish on Validate and publish. Only a clean template can be published, and only a published one can be chosen as a contract type.

Use it on a subcontract

Now let's see it work. In the Subcontract Register, click New Subcontract. Contract type is the first field.
Now let's see it work. In the Subcontract Register, click New Subcontract. Contract type is the first field.
Your contract templates are listed first, then your company approved documents, then the built-in standard profiles.
Your contract templates are listed first, then your company approved documents, then the built-in standard profiles.
Pick your contract type. Deep Space fills every value it already knows, and the rest is completed on the Contract detail
Pick your contract type. Deep Space fills every value it already knows, and the rest is completed on the Contract details tab once the subcontract is created.
Fill in the subcontract as usual: name, subcontractor, trade, scope and value. Then click Save Draft and open Contract d
Fill in the subcontract as usual: name, subcontractor, trade, scope and value. Then click Save Draft and open Contract details.
Each field shows where its value came from. Company Settings values fill themselves. Anything marked Not in Deep Space y
Each field shows where its value came from. Company Settings values fill themselves. Anything marked Not in Deep Space yet can be added at the source, or entered with a reason for this contract only.
Click Preview to see the full contract, printed word for word from your Word master with this subcontract's details. Fro
Click Preview to see the full contract, printed word for word from your Word master with this subcontract's details. From here you can download the PDF or Word file, or file it to Documents.
On the Documents tab, the agreement is your contract type, so there's no document template to pick.
On the Documents tab, the agreement is your contract type, so there's no document template to pick.
When it's ready, the Agreement tab takes it through internal approval and then out for signing.
When it's ready, the Agreement tab takes it through internal approval and then out for signing.

Common questions

Which one do I need?

For your own wording and logo on a claim, payment schedule, invoice, variation, purchase order or simple agreement, use a Document Template. If a subcontract has optional schedules, particulars to capture or amendments, build a Contract Template.

Which one do I need?
For your own wording and logo on a claim, payment schedule, invoice, variation, purchase order or simple agreement, use a Document Template. If a subcontract has optional schedules, particulars to capture or amendments, build a Contract Template.

My template isn't offered.

Pickers only list published templates. Publish it, then assign it, or add it to the picker so it shows up front.

My template isn't offered.
Pickers only list published templates. Publish it, then assign it, or add it to the picker so it shows up front.

My documents still use a different template.

Another template is assigned for that document type. Assign yours. And if nothing is assigned, the newest published template becomes the default.

My documents still use a different template.
Another template is assigned for that document type. Assign yours. And if nothing is assigned, the newest published template becomes the default.

My master isn't in the document pickers.

That's by design. A Word file used by a Contract Template only prints through it. You'll find it in Document Templates, marked Used by.

My master isn't in the document pickers.
That's by design. A Word file used by a Contract Template only prints through it. You'll find it in Document Templates, marked Used by.

I edited a copy of the master and nothing changed.

Clone and Edit makes a separate copy that no contract type uses. Open the master itself, click New version, replace the file and publish.

I edited a copy of the master and nothing changed.
Clone and Edit makes a separate copy that no contract type uses. Open the master itself, click New version, replace the file and publish.

A field says Not in Deep Space yet.

Its source is empty. Fill it once in Company Settings, Project Settings or the Directory and every contract picks it up. Or enter it with a reason for this contract only.

A field says Not in Deep Space yet.
Its source is empty. Fill it once in Company Settings, Project Settings or the Directory and every contract picks it up. Or enter it with a reason for this contract only.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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