4. Fine-tuning your document
Saving the document
Now that you’ve generated a few cards and related questions, it’s a good idea to save your progress. Navigate to the File Manager Context by clicking on . To properly save your document, simply provide a file name for it (file name in more than one language is optional) like “Tutorial NDA Q&A”, choose a location (e.g.: “my documents”) and then hit .
Also take the time out to look at the following drop-down menu:
If you work with a version of ClauseBase that doesn’t feature multiple languages, you can ignore this. If, on the other hand, you have multiple languages, take note that the tutorial clauses have been created in English, Dutch and French, but this may not be the case for clauses that your organisation’s clause authors created. If a document you created consists entirely of clauses that have only received an English variation, for example, make sure to indicate in this drop-down menu that the document should always be shown in English. Otherwise, ClauseBase will try to show the document in a version that doesn’t exist.
Cleaning up the cards
Switching up the order of cards and questions
Navigate back to the Editing Context by clicking and you should see your collection of cards and associated questions on the right-hand side of the screen (provided you haven’t changed the number of panes or used the pane on the left hand side to show the cards).
You’ll note that there is still a bit of polishing up to do.
Let’s start by switching up the order of the cards. We want to achieve an order that looks something like this:
- Party 1
- Party 2
To do so, we need to change the order of party1 and party2. Select the party2 card by clicking the purple bar then move it down by clicking the down arrow () in the pane toolbar.
Next, you should also tweak the order of the questions within the cards themselves. For example, “address” is the last question in the card but it is the second datafield that occurs in the text, right after “name” (as you can see in the pane). Bring it in line with the order of the text by selecting the question (i.e.: clicking the white bar it’s housed in) and navigating it upward to just below “name” using the same arrows in the pane toolbar that you used for moving the cards.
Repeat this exercise for party1.
For the card “contract”, bring the question “nature of the relationship of the parties” up in first position. This is because the datafield behind this question is situated in the recitals and so it should be considered introductory.
Regarding the card "Boilerplate", let’s clarify the following:
- “name” should be “Name of the competent court”
- “country” should be “Country of the competent court”
- “allowed” should be “Is assignment allowed?”
You obviously know this because this is a very short agreement with few moving parts but if you stumble upon bigger contracts, it may not always be easy to remember which datafields belong to which concepts. If you are confused by the title of a certain question and don’t know what it refers to, select that question and then click in the pane toolbar. If you click the drop-down menu next to “datafield”, you will see to which concept the datafield links. For example:
While “name” and “country” may not say much by themselves, they become fairly self-explanatory once they are linked to the concept “competent-court”.
Switching between languages
Now, let’s add a new card that will allow users to change the document language at will.
Click and select . A card will be generated at the bottom that looks like this:
Change the card title to “General” and the question title to “Document language”, then move the card all the way to the top. Now that you have a card for general questions, you may also want to consider moving the question related to whether or not the confidentiality obligations are mutual, since the latter has a significant impact on the entire document and, along with the document language, will probably be one of the first things you need to know about the document. To do so, go back to the “Contract” card, select and then click the icon in the pane toolbar to cut the question out of the card. Then select the question “Document Language” you just created and click the icon to paste the question below the selected question. You can then also change the question title to “Are the parties committing to mutual confidentiality obligations?”. Since you know that this datafield is a true or false datafield, you know that the answers to this question can only be “yes” or “no”. You can click “add predefined answers” to confirm this.
Adding some additional intelligence
At this point in time, you may have noticed the button in the pane toolbar. This button allows you to hide or show cards and questions depending on the fulfilment of certain conditions.
One occasion where this comes in handy is the question titled “is the party a natural person?”, referering to party2. In the introduction clause of the document, it is presumed that party1 will always be a legal person, but for party2 the option is available to designate this party as a natural person. Obviously, should such be the case then there is no more need for the following questions:
- company number
- representative name
- representative function,
since natural persons don’t have company numbers or representatives.
These questions should only be shown if the answer to the question “is the party a natural person?” is no. To do so, follow these steps:
- click the “company number” question
- click the button in the pane toolbar
- click the blue check mark that appears.
- from the drop-down menu next to “1.”, select answer to question
- from the list of questions in this questionnaire, select “is the party a natural person?”
- in the next drop-down menus select “is equal to” and “false”
- in the top-right corner of the condition, click the icon to copy this condition
- select the “representative name” question and click the button in the pane toolbar
- hover your cursor over the yellow condition bar that popped up and, on the right-hand side of this bar, click the icon to paste the previously copied condition
- repeat this exercise for the “representative function” question.