Creating Custom Templates
ProMaster the art of building powerful, reusable contract templates in Baseflow. This comprehensive guide covers everything from basic template creation to advanced features like dynamic variables, clause libraries, and multi-party templates.
Why Use Templates
Templates are the foundation of efficient contract management. Instead of starting from scratch every time, templates let you standardize your workflows and ensure consistency across your organization.
Time Savings
Reduce contract creation time by up to 80%. Pre-built templates with smart fields eliminate repetitive data entry.
Consistency
Ensure every contract follows your approved language and structure. Maintain brand and legal standards across all documents.
Reduced Errors
Pre-approved clauses and automated variable filling minimize typos, missing information, and legal oversights.
Template Builder Overview
The Baseflow Template Builder is a powerful visual editor that makes it easy to create sophisticated templates without any coding knowledge.
Accessing the Template Builder
- 1
Navigate to Templates
From your dashboard, click on "Templates" in the left sidebar menu.
- 2
Click "Create Template"
Choose to start from scratch or duplicate an existing template.
- 3
Enter the Template Builder
The visual editor opens with your document canvas and formatting tools.
UI Walkthrough
The main editing area where you compose your contract. Supports rich text, tables, and media.
Insert and manage dynamic variables. Drag and drop into your document.
Access pre-built and custom clauses organized by category.
Configure metadata, categories, sharing permissions, and signing defaults.
Dynamic Variables
Variables are placeholders that automatically populate with real data when you create a contract from a template. They are the key to creating truly reusable templates.
Built-in Variables
Baseflow provides a set of system variables that are automatically available in every template:
{{client_name}}// Full name of the client or counterparty
{{company_name}}// Your organization name
{{date}}// Current date (auto-filled)
{{effective_date}}// Contract start date
{{expiry_date}}// Contract end date
{{client_email}}// Client email address
{{client_address}}// Client physical address
{{contract_id}}// Unique contract reference number
Custom Variables
Create your own variables for template-specific data like pricing, project scope, or custom terms:
{{project_name}}// Custom text field
{{monthly_fee:number}}// Numeric field
{{start_date:date}}// Date picker field
{{payment_terms:select:Net 30|Net 60|Net 90}}// Dropdown selection
Variable Formatting
Apply formatting to control how variables display in the final document:
// Date formats
{{date|format:MMMM D, YYYY}}// January 15, 2026
{{date|format:DD/MM/YYYY}}// 15/01/2026
// Currency formats
{{amount|currency:NGN}}// NGN 500,000.00
{{amount|currency:USD}}// $500,000.00
// Text transforms
{{client_name|uppercase}}// JOHN DOE
{{client_name|lowercase}}// john doe
Conditional Content Blocks
Show or hide entire sections based on variable values:
{{#if has_nda}}
This confidentiality clause applies...
{{/if}}
{{#if payment_type == 'milestone'}}
Payment will be made upon completion of each milestone...
{{else}}
Payment will be made monthly in arrears...
{{/if}}
Pro tip
Use conditional blocks to create a single template that adapts to different scenarios. For example, include international shipping terms only when the client is outside your country.
Clause Library
The Clause Library is a centralized repository of reusable legal language. Build your library once and use it across all your templates.
Pre-built Clauses
Baseflow includes professionally drafted clauses for common contract needs:
Payment Terms
Net 30, Net 60, milestone-based
Confidentiality
Standard and mutual NDA terms
Termination
For cause, for convenience, notice periods
Dispute Resolution
Arbitration, jurisdiction, governing law
Force Majeure
Unforeseeable circumstances protection
Intellectual Property
Ownership, licensing, work-for-hire
Creating Custom Clauses
Build your own clause library with language specific to your business:
- 1
Go to Settings > Clause Library
Access your organization clause management panel.
- 2
Click "New Clause"
Give your clause a clear name and optional description.
- 3
Write or paste your clause text
Include variables for dynamic content. Format with rich text.
- 4
Assign a category and save
Organize clauses by type for easy discovery in templates.
Organizing by Category
Group clauses into categories for efficient template building:
Template Categories
Organize your templates by type to keep your workspace clean and help team members find the right template quickly.
Employment Contracts
Full-time, part-time, fixed-term, and probationary employment agreements. Include compensation details, benefits, and termination clauses.
Examples: Offer letters, employment agreements, contractor-to-employee conversions
NDAs
Unilateral and mutual non-disclosure agreements for protecting sensitive business information with partners, vendors, and potential clients.
Examples: Mutual NDA, one-way NDA, employee confidentiality
Vendor Agreements
Supplier contracts, procurement agreements, and vendor management templates with SLAs, pricing schedules, and delivery terms.
Examples: Supply agreements, purchase orders, vendor onboarding
Service Agreements
Professional services contracts, consulting agreements, and retainer arrangements with scope definitions and payment milestones.
Examples: Consulting agreements, retainers, project-based contracts
CAC Documents
Corporate Affairs Commission registration forms, resolutions, and compliance documents specific to Nigerian business requirements.
Examples: Board resolutions, shareholder agreements, annual returns
Custom Categories
Create your own categories to match your business workflow. Common custom categories include Sales, Partnerships, Real Estate, and IP.
Examples: Industry-specific contracts, internal policies, custom workflows
Pro tip
Use consistent naming conventions for categories across your organization. This makes it easier to set permissions and generate reports by template type.
Advanced Features
Take your templates to the next level with calculations, multi-party configurations, and version control.
Calculations
Perform automatic calculations on numeric variables:
// Basic arithmetic
{{= quantity * unit_price}}// Total amount
{{= subtotal * 0.075}}// VAT at 7.5%
{{= subtotal + vat}}// Grand total
// Percentage calculations
{{= base_salary * 0.10}}// 10% bonus
{{= (hours * rate) + expenses}}// Total billing
Multi-party Templates
Configure templates for contracts requiring multiple signers. Define roles and signature fields for each party:
- Up to 10 signers per contract
- Define roles: Buyer, Seller, Witness, Guarantor
- Custom signature placement for each party
- Role-specific variable access
Sequential vs Parallel Signing
Set default signing workflows in your template:
Sequential
Signers receive the contract one after another. Each signer must complete before the next is notified.
Best for: Approval chains, hierarchical sign-off
Parallel
All signers receive the contract simultaneously. Anyone can sign in any order.
Best for: Equal parties, faster completion
Template Versioning
Baseflow automatically tracks template changes with version history:
- Every save creates a new version with timestamp
- Compare any two versions side-by-side
- Restore previous versions with one click
- Contracts reference the template version used at creation
Best Practices
Follow these guidelines to create templates that are easy to maintain and use across your organization.
Naming Conventions
Use consistent, descriptive names that make templates easy to find:
// Good names
"Employment Agreement - Full Time"
"NDA - Mutual - Standard"
"Vendor Agreement - Technology Services"
// Avoid
"Contract v2 final FINAL"
"New template"
"Template copy (1)"
Testing Templates Before Use
Always test templates before deploying to your team:
- 1Use "Preview" mode to see how variables render
- 2Create a test contract with sample data
- 3Verify all conditional blocks work correctly
- 4Check calculations with edge cases (zero, large numbers)
- 5Have legal review before releasing publicly
Sharing Templates with Team
Control who can view, use, and edit templates:
Private
Only you can access
Team
Your team can use
Organization
Everyone can use
Template Analytics
Track template performance to optimize your workflow:
- View usage count and trends over time
- Monitor average completion time
- Identify most popular templates by team or department
- Track version adoption rates
Pro tip
Schedule quarterly template reviews to ensure your contracts reflect current legal requirements and business practices. Archive unused templates to keep your library clean.
Next Steps
Ready to put your knowledge into action? Explore these related resources.
Team Collaboration Guide
Learn how to share templates and collaborate on contracts with your team.
Read guideAPI Integration Handbook
Automate template creation and contract generation via our REST API.
Read guideTemplate Library
Browse our collection of free, professionally-designed contract templates.
Browse templatesCompliance & Audit Guide
Ensure your templates meet regulatory requirements and audit standards.
Read guideNeed help with templates?
Our team can help you design custom templates or migrate your existing documents.