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How to Create and Apply a Contract Document Template

Learn how to create and apply a contract document templates.

Mariah Eve Taborada avatar
Written by Mariah Eve Taborada
Updated over a month ago

Overview

Creating and managing contract templates helps streamline document generation by automatically populating key information. This process reduces manual data entry, minimizes errors, and improves overall workflow efficiency.

With Ingenious, users can create templates from scratch or upload existing Word files, making it easy to generate professional, legally compliant contracts.

Template Creation & Management

Creating a New Template

  1. Start from Scratch or Upload

    • Create a template directly within Ingenious or upload a .docx or .dotx file.

  2. Template Storage Options

    • My Templates: Private templates accessible only to the creator.

    • Company Templates: Shared templates accessible to all users.

  3. Permission Levels

    • Admins: Can create, edit, and save templates to Company Templates.

    • Project Executives/Managers: Can create and save templates only in Your Templates.

Dynamic Variable Population

Ingenious uses placeholders (dynamic variables) to pull real-time data into contracts.

How It Works

  • Variables are enclosed in double curly braces (e.g., {{project_name}}).

  • Categories make it easy to find relevant variables using a dropdown menu.

  • Variables automatically populate when the contract is generated.

Manual Overrides

  • Users can manually override variable values before finalizing the contract if needed.

Available Variables

The following variables can be used to populate real-time data into contract templates.

Category

Variable Name

Contract Holder

{{contract_holder}}
​{{contract_holder_logo}}
​{{contract_holder_name}}
​{{contract_holder_address_line_1}}
​{{contract_holder_address_line_2}}
​{{contract_holder_city}}
​{{contract_holder_state}}
​{{contract_holder_zip_code}}
​{{contract_holder_country}}
​{{contract_holder_signature}}

Vendor

{{vendor}}
​{{vendor_company_logo}}
​{{vendor_company_name}}
​{{vendor_company_contact_person}}
​{{vendor_company_address_line_1}}
​{{vendor_company_address_line_2}}
​{{vendor_company_city}}
​{{vendor_company_state}}
​{{vendor_company_zip_code}}
​{{vendor_company_country}}
​{{vendor_company_signature}}

Contract

{{date_exported}}
​{{contract_name}}
​{{contract_amount}}
​{{contract_type}}
​{{contract_id}}
​{{contract_initiation_date}}
​{{contract_effective_date}}
​{{contract_retention_rule}}

Project

{{project_commencement_date}}
​{{project_completion_date}}
​{{project_name}}
​{{project_id}}
​{{project_description}}
​{{project_address_line_1}}
​{{project_address_line_2}}
​{{project_city}}
​{{project_state}}
​{{project_zip_code}}
​{{project_location_country}}

Contract Manager

{{contract_manager_name}}
​{{project_manager_phone}}
​{{project_manager_email}}

Contract Generation & Exporting

Steps to Generate a Contract

  1. Select a Template from My Templates or Company Templates.

  2. Generate Contract in one of two formats:

    • .docx – Editable document.

    • .pdf – Finalized, non-editable document.

  3. Preview the Contract to review for accuracy before exporting.

  4. Once exported, head back to Contracts > Upload Documents to finalize the approval process.

This ensures the contract is properly uploaded and ready for approval.

Exporting & Sharing

  • Export to local storage or share via email directly from the platform.

  • All actions are logged in an audit trail for accountability.

User Permissions

User Role

Capabilities

Admins

Full control over template creation, editing, and saving to Company Templates.

Project Executives/Managers

Create and edit My Templates, view Company Templates.

General Users

Use available templates to generate contracts.

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