Introduction to Templatise: Transforming Document Templates in Microsoft Word

In today’s fast-paced landscape, efficiency, accuracy, and time management are paramount. As workloads grow and client expectations increase, law firms as well as many other industries are looking for ways to optimize workflows, reduce manual tasks, and streamline processes. Automation comes as a transformative solution, enabling professionals to focus on higher-value work while minimizing repetitive tasks and reducing errors.

Templatise, a document management add-in for Microsoft Office, brings a new level of productivity to firms handling complex documentation. Tailored specifically for legal professionals, it streamlines document creation, management, and customization, all within the familiar interface of Microsoft Word. Beyond legal, tools like Templatise are reshaping workflows across industries by standardizing documents, ensuring their preciseness and consistency, increasing accuracy, and saving time.

This article will cover Templatise’s key features, benefits for law firms, practical tips for maximizing efficiency, and an overview of other critical details. 

Templatise key features

Templatise is packed with multiple features designed to streamline document creation and management for legal teams and other professionals. With a flexible system for template and variable management, role-based access, and powerful integration capabilities, Templatise provides a comprehensive solution for automating document workflows within Microsoft Word ensuring clarity and ease of use.

Explore the Templatise Documentation for detailed video tutorials and step-by-step guides to help you get started with Templatise’s quickly. 

Template creation

Templatise simplifies the creation and management of document templates. Users can draft templates within Microsoft Word, organizing them with tags for easy searchability. Templates are stored in a central location, accessible at any time, and manageable across different workspaces. This structure allows users to organize templates by department or individual workspaces, ensuring they’re accessible only to relevant team members.

Variable creation

Templatise offers a variety of customizable variables to tailor each template to specific needs. Users can add Text, Date, Number, and Currency variables for straightforward data entry, or use advanced options like Table/List, Show/Hide, and Data Source variables for more complex document requirements. Each variable can be bound to specific sections of the document, ensuring that data is accurately and consistently placed.

• Table/List Variable is used to create repeated structures like lists or tables within documents.
• Show/Hide Variable allows specific paragraphs or document sections to be conditionally displayed based on user input.
• Data Source Variable integrates data directly from external sources, like APIs, for easy inclusion of external information.

Role-based access and collaboration

Templatise supports efficient collaboration through role-based permissions, giving different access levels for Admins, Editors, and Readers/Users. Admins manage the add-in’s work, roles, and all templates from the Portal, while editors can create and modify templates within their designated workspaces. Readers or users can fill out templates but have limited permissions for editing. This structure ensures secure and efficient collaboration within teams, helping users control document access and maintain data integrity.

Integration with Microsoft Entra ID and external data sources

For organizations prioritizing secure access and data integrations, Templatise offers integration with Microsoft Entra ID (formerly Azure Active Directory), providing secure user authentication and seamless access control. Additionally, Templatise allows admins to integrate external data sources, enabling dynamic data fetching for templates. This capability is especially useful for legal firms that need to integrate client databases or other external resources directly into their document workflows.

Portal management

Templatise’s Portal offers robust management features for admins, enabling centralized control over templates, user roles, data sources, and workspaces. Admins can manage the company profile, organize templates by department, create custom lists, add or remove users, and control workspace access. Through the Portal, admins also have the flexibility to map external data sources, ensuring that each template pulls relevant information without any manual data entry.

Benefits for law firms

Designed to simplify and optimize workflows, Templatise enables legal teams to generate documents efficiently and collaboratively while maintaining strict compliance and quality standards. 

Enhanced document consistency

Templatise enables law firms to standardize their documents, ensuring that each template meets firm and industry standards. By centralizing template creation and applying custom variables, Templatise helps reduce human error and ensures that documents meet compliance standards consistently. This approach is essential for legal teams who need to rely on accurate and uniform formatting, content, and legal language across contracts, agreements, and other documents.

Streamlined workflow and collaboration

Templatise facilitates seamless teamwork by enabling role-based access and supporting collaborative workflows. With approval workflows and shared workspaces, teams can create, review, and finalize documents together, reducing bottlenecks and fostering a smoother document creation process. Admins, editors, and readers can work within defined roles, ensuring everyone has the right access and authority level within the document lifecycle.

Time efficiency

Law firms can significantly reduce document preparation time by automating template creation and using variables with pre-defined data. Automated document generation minimizes repetitive work, allowing legal professionals to focus more on casework and client interaction. Additionally, Templatise’s ability to integrate external data sources ensures that information is always accurate and up-to-date, further saving time on manual data entry.

Scalability and data security

Templatise is designed to grow with your law firm, supporting an unlimited number of users and templates as your needs expand. Security is a top priority, with encrypted data transfers ensuring that all information shared between Templatise and external systems remains secure. Additionally, all customer data stored by Templatise is fully encrypted, providing essential protection against unauthorized access.

To maintain strict internal security, Templatise employs rigorous development protocols, including two-factor authentication (2FA), ensuring that only authorized personnel can access sensitive environments and data. These comprehensive measures enable legal teams to handle documents with confidence, knowing their information remains protected and compliant with industry standards.

Tips for using Templatise effectively

Templatise offers a suite of features that can transform your document workflow. To make the most of its capabilities, here are some key tips for navigating the tool and maximizing efficiency.

Navigating the task pane in Word

Templatise integrates directly into Microsoft Word, appearing as a task pane on the right side of the window. Access your templates easily by clicking on the Insert tab and selecting My Add-ins to open Templatise. From here, you can manage existing templates, edit them, or create new ones – all without leaving Word. This streamlined interface ensures you can work with your templates and documents side-by-side.

Organizing templates for quick access

Tagging and workspace organization make the user experience more efficient. Use tags to classify templates by case type, document type, or any other relevant criteria. For larger teams, create separate workspaces for departments or projects, ensuring everyone can quickly find what they need. The search bar within the task pane is another powerful tool, allowing you to locate templates instantly by typing relevant keywords or tags.

Automating document creation with variables

Templatise’s variable system is designed to help you automate document creation effortlessly. For frequently used data, such as dates, client names, or addresses, set up common variables that you can reuse across templates. For advanced needs, utilize more complex variable types, like Show/Hide for conditional content or Table/List for repeatable data structures. Each variable can be bound to a specific document section, streamlining data entry and ensuring accuracy throughout.

Workflow streamlining suggestions

A typical workflow for legal teams might begin by drafting a document using an approved template, followed by variable setup and data entry. Once a draft is complete, it can be passed through the approval process, with team members using role-based permissions to review and modify as needed. The ability to manage approvals directly within Templatise helps teams stay organized and ensures document consistency every step of the way.

These practices will help you navigate Templatise efficiently, allowing your team to focus more on critical tasks and less on document handling.

Choosing the right pricing plan

Different teams have unique budget needs and workflow demands, so we developed flexible pricing plans to ensure that every team can find the right fit. Whether you’re a solo practitioner, a small team, or a large legal firm, our plans offer scalable solutions to match your document management needs.

• Basic. This entry-level plan includes 1 template, unlimited users, and unlimited integrations. It’s ideal for small teams or individuals exploring Templatise’s core features with no commitment.
• Pro. Designed for small to medium-sized teams, the Pro plan offers 10 templates, unlimited users, and unlimited integrations. This option provides added flexibility and workflow enhancements for growing teams.
• Team. Perfect for larger teams, the Team plan includes unlimited templates, unlimited users, and integrations, as well as advanced features like Workspaces, Template Approval, Microsoft Entra ID integration, and External User Access. It’s a comprehensive package for more complex document management needs.
• Enterprise. Tailored for large organizations, this custom plan includes all Team features plus premium support, dedicated account management, and bespoke integrations. Enterprise is the ideal choice for companies needing personalized solutions to meet unique and advanced document management demands.

With Templatise, you can find a plan that works best for your team’s size, needs, and budget constraints – giving you the flexibility to scale as your requirements grow. You can find more details about the available pricing options here.

Customer support options

Templatise offers a range of accessible and flexible support options to assist users with everything from onboarding to troubleshooting and beyond, ensuring seamless and easy document management.

Email Support: For inquiries or technical issues, contact the Templatise support team at [email protected]. Our team will address your questions and provide detailed guidance to help resolve any challenges.

Chat Support: For quick, real-time assistance, visit the Templatise website and connect with a support agent via live chat. This feature ensures instant support for issues that need immediate attention.

Phone Support: Prefer speaking directly with a representative? Call our support line at +47 998 549 81 to discuss your concerns and receive personalized help.

Summing up

Templatise provides a streamlined solution for efficient, consistent document management tailored to the needs of law firms. Ready to transform your workflows? Visit our Templatise website to learn more, access documentation, and explore all features. Install the Templatise add-in directly from the Microsoft Word Add-ins Store on the web, or right inside Word and get started now!