SmartTemplates in Microsoft 365
Smart tags will automatically be converted the first time a SmartTemplate is opened in the the M365 document editor. This can happen at two points:
When a user opens a SmartTemplate in the M365 document editor from the document template library: If converted at this stage, the smart tags will remain converted for all subsequent uses, including when the SmartTemplate is added to a workflow.
When a user opens the SmartTemplate in the M365 document editor from a workflow: In this case, the smart tags are only converted in that particular workflow. Conversion will not carry over to other instances of the SmartTemplate is used.
The conversion status of the smart tag will be indicated by its highlight color:
Unconverted smart tags are highlighted in bright red.
Once converted in M365, the highlight color changes to dark red. This gives the users a visual cue to distinguished between converted and unconverted smart tags. The exception to this is that if the SmartTemplate is a DOC file, then converted smart tags will not be highlighted. However, they will still function properly.
Verify and correct smart tags after a merge
In some cases, smart tags may not convert automatically. We recommend that you verify the conversion of the smart tags to ensure data populates as expected.
Verify and correct smart tags in the workflow.
The SmartTemplate add-in shows the number of smart tags found in the SmartTemplate and shows a list of those smart tags.
After merging, the SmartTemplate add-in shows the data merged for each smart tag.
If a smart tag fails to merge, manually delete the smart tag and add the correct data.
If there is an issue with a smart tag, we recommend that an Admin manually replace the smart tag in the applicable SmartTemplate in the document template library. This will ensure that the issue is resolved wherever the SmartTemplate.
Issues with tags within bookmarks
Because smart tags utilize the bookmark feature in Microsoft Word, there may be conflicts between smart tags and existing bookmarks in the document.
Smart tags cannot be inserted within a section of text that is already bookmarked. This limitation is due to technical constraints of how bookmarks function within Word documents.
Adding and editing SmartTemplates
Go to Admin > Document Template Library.
Open an existing SmartTemplate or click Add SmartTemplate to create a new one.
If creating a new SmartTemplate, complete the General Information section.
Click on Tagging, then click Edit.
The M365 document editor will open in a new tab.
The first time you open the M365 document editor, you’ll need to allow our free add-in from the Microsoft store. In the symplr Contract SmartTemplates panel, click Allow and Continue.
Click the symplr tab, and then click Launch SmartTemplates to open the add-in.
Select system fields, custom fields, and approved language clauses to add to the template.
The list has type-ahead search capability.
Fields are sorted alphabetically.
When finished, close the document editing tab (but not the symplr Contract tab).
Your changes will be auto-saved.
Merging tags in a SmartTemplate
Only an Admin/Super Admin or the assigned Phase Owner/Mediator can merge SmartTags.
In a workflow, click on the tab of the document you want to merge
Click the Edit icon.
The Edit icon will only appear if it is your turn to edit the document.
The M365 document editor will open in a new tab.
The first time you open the M365 document editor, you’ll need to allow our free add-in from the Microsoft store. In the symplr Contract SmartTemplates panel, click Allow and Continue.
Click the symplr tab, and then click Launch SmartTemplates to open the add-in.
To merge all Smart Tags, click Merge all.
The list of smart tags will dynamically update, showing the status of each smart tag in alphabetical order.
Unmerged fields will appear as white text highlighted in dark red.
Merged fields will appear as black text highlighted in bright green.
If needed, click Undo merge to remove data from all smart tags.
When data is merged, it will be recorded in this format: Last merged MM/DD/YYYY H:MM AM or PM. If a user clicks Undo merge, then the record will be removed.
When finished, close the document editing tab (but not the symplr Contract tab).
Your changes will be auto-saved.
The updated document will appear in symplr Contract.
When you have completed merging and resolved all redlines, click Complete Phase.