Form Templates (Client)

In rAbstract, Forms refer to any non-Lease document. Any document other than a Lease may be abstracted, stored and reported on within rAbstract. This is accomplished by creating a Form Template for each document type that you wish to abstract, i.e. mortgage, service contract, partnership agreement, etc., and then utilizing this Template when abstracting the actual document. The Form Template contains all of the Attributes and Provisions to be captured for each specific document type.

For example, an elevator maintenance contract may be abstracted by setting up a Form Template for service contracts, and then utilizing this Template to abstract the actual contract.

Article contents:

• Adding a Form Template
• Adding an Attribute
• Adding a Provision
• Reordering Attributes & Provisions
• Importing a Form Template

Adding a Form Template

Step 1

Select Form Templates from the Navigation Tree and click “Add” in the Pane 1 Toolbar; a new row appears in Pane 1.

Step 2

1. Template: Enter a brief but descriptive name for the new Template, i.e. “Mortgage,” “Service Contract,” etc.
2. Description: Enter a description of the Template to assist the user in selecting a Form Template.
3. Type: From the drop down box, select the appropriate Form type. If the drop down box does not contain the Form type for the Template being created, a Client administrator may add selections to the drop down box within the “LookUps” section of the Client administration under “FormType.”
4. Source: Specifies where in rAbstract the Form Template will be available for use.
5. Status: From the drop down box, select whether this Form Template is “Active” or “Inactive.” If a Form Template has a status of “Inactive,” that Template is unavailable when abstracting non-Lease documents as Forms.

Info: Non-Lease documents may be abstracted using Forms at the Client, Project, or Building levels of rAbstract. The appropriate level is determined by the nature in which Clients, Projects and Buildings have been set up and the document in question. For example, if for an Organization a Client is set up to represent a specific partnership, the partnership agreement for this partnership would be abstracted as a Form at the Client level. In this instance, the Form Template created for a Partnership Agreement would have a Source of “Client.” If a service contract for a specific Building were to be abstracted, the Form Template for a Service Contract would have a Source of “Building.”

Step 3

Forms use both Attributes and Provisions (a subset of Attributes) in the abstraction of data for non-Lease documents. As an example, for Service Contracts, the Attributes might consist of:

• Vendor/Supplier Information
• Services and Fees
• Insurance Requirements
• Options
• Other Terms

For the Attribute called “Vendor/Supplier Information”, the Provisions might consist of:

• Vendor/Supplier Name
• Address
• Phone/Fax
• 1099 Required?
• Website URL

Each of the remaining Attributes would also have their own subset of Provisions.

Adding an Attribute

1. Highlight the new Form Template in Pane 1. Pane 2 (Attributes) and Pane 3 (Provisions) appear.
2. In Pane 2 (Attributes), click “Add.” Type in the name of the Attribute and click "Save" in the Pane 2 Toolbar.
3. Repeat for each additional desired Attribute.

Adding a Provision

1. Highlight an Attribute in Pane 2.
2. In Pane 3 (Provisions), click “Add.” In the “Provision” field, type in the name of the Provision and use the drop down box to specify whether the Provision will have a Report Tag (see the “Clause List” section of Client Administration for more information on Report Tags). Click "Save” in the Pane 3 Toolbar and repeat for each additional desired Provision.
3. Repeat steps 1 and 2 for each Attribute.

Reordering Attributes & Provisions

As Attributes and Provisions are added, they appear on the screen in the order in which they are added. This is also the order in which the Attributes and Provisions print on the Form Abstract report. If, subsequent to adding Attributes and/or Provisions, a different order for Attributes and/or Provisions is desired, use the Pane 2 “Reorder” button (for Attributes) and the Pane 3 "Reorder" button (for Provisions).

To reorder Attributes and/or Provisions:

1. Click “Reorder” in the appropriate pane. The following symbol appears to the left of each Attributes or Provisions
2. Click on the Reorder symbol for the Attribute or Provision to be reordered and drag and drop into the appropriate location.
3. Reorder the remaining Attributes or Provisions as necessary.

Importing a Form Template

There may be times when a Form Template has already been created but exists within a different Client or Project. Rather than re-entering an entire Form Template, a Form Template may be imported.

Note: To import a Form Template from a different Client and/or Project, the user importing the Template must have rights to such Client and/or Project. If the user does not have such rights, they will be unable to access and import the Form Templates.

1. Click “Import Template” in the Pane 1 Toolbar. The following “Import Form Template” window appears:
2. Enter data into the following fields:
   1. Source: Select whether the source of the Form Template is a “Client” or “Project.”
   2. Source Client: Select the name of the source Client containing the Form Template to be imported.
   3. Source Project: If the Source per step 2(1) above is “Project,” select the name of the source Project containing the Form Template to be imported (the Source Project combo box is populated with Projects belonging to the Source Client per step 2(2) above).
   4. Source Template: Select the Template to be imported.
   5. Template Name: Type in a name for the new Template.
3. Click “Save.” The imported Template now appears within Pane 1 and may be edited.