11. Smart document
Import a DOCX for Smart Document or create it manually in Legale
Last Updated: September 2, 2025Create a new Smart Document To create a new Smart Document, go to the Smart document section in the left-hand menu, and click the New Smart document button (marked with an orange plus icon) located at the top of the page—this will initiate the setup process for a new document template. Import from DOCX Once in the Smart Document editor, you can quickly bring in content by clicking the Import from DOCX button, this allows you to upload an existing Word file and automatically populate the content section of your smart document. Select a Word file to import After clicking Import from DOCX , a file explorer window will open—navigate to the folder where your Word document is stored, select the desired .docxfile, and click the Open button to upload its contents into the Smart Document editor. Imported content appears in editor After selecting and uploading your .docxfile, its content will automatically populate the Content section of the Smart Document editor, allowing you to review, edit, and format the text directly before continuing with form field configuration or saving. Create content manually in the editor Alternatively, instead of importing a file, you can manually create your Smart Document by typing or pasting text directly into the content editor, using the built-in formatting tools (bold, alignment, tables, links, images, etc.) to structure your content just as needed before saving the template. Name and save your Smart Document Once your content is ready—whether imported or manually written—enter a title in the Name field at the top of the editor, then click the green Save button at the bottom-right corner to store your Smart Document as a reusable template. Smart Document saved and listed After saving, your Smart Document will appear in the Home tab of the Smart document section, listed under your drive with its assigned name.
Create and edit a Smart Document from Word online
Last Updated: September 2, 2025Create a Smart Document from Word online To create a Smart Document using Word online, select an existing template from your list, then click the Edit button. Use the Legale add-in in Word online Inside Word online, go to the top-right corner and click on the Add-ins icon (represented by a grid or square with a plus symbol). Access advanced add-ins In the add-ins panel, click on the Advanced… link at the bottom of the list to open the full catalog. Upload the Legale add-in manually Click Upload My Add-in in the top-right corner of the Office Add-ins window—this lets you manually upload a manifest file provided by Legale to integrate the add-in and enable smart field functionality in your Word document. Search the add-in manifest file To complete the setup, click the Browse… button and locate the Legale add-in manifest file on your computer. Download the Legale add-in manifest To obtain the manifest file needed for Word online, click the Download Add-In button from the Smart Document creation screen in Legale—this will generate the .xml file required to upload and activate the Legale add-in manually through Office’s add-in settings. Select the manifest file for upload Locate the downloaded manifest.prod file in your system’s file explorer, select it, and click Open to proceed with uploading it. Upload the manifest to finalize installation With the manifest file selected, click the Upload button to complete the installation of the Legale add-in—once uploaded, the add-in will be available in Word online. Open the Legale add-in panel Once the Legale add-in is installed, it will appear in the command ribbon as Commands Group—click the dropdown and select Show Task Pane to open the Legale interface. Log in to the Legale add-in (2FA disabled) To begin using the Legale Word Add-in, enter your email and password in the side panel and click Submit—please note that the account used must have two-factor authentication (2FA) disabled, as this is required to complete the integration. Edit in Word with the add-in After the add-in is installed and your session is linked, you can return to the Legale platform and click Edit in Word at any time to open your Smart Document directly in Word online. Smart Document successfully opened in Word Your Smart Document has been successfully sent from Legale to Word online, as indicated by the Legale Add-in panel on the right—you’re now editing the linked document (#3676 – Smart Document Example). Submit changes from Word to Legale After making edits in Word online—such as adding new content like the example sentence shown—click the Send content to Legale button in the Legale Add-in panel. This action synchronizes your updated document back to the Smart Document platform, ensuring your latest version is saved and ready for further configuration or use. Changes reflected in Legale editor After sending the updated content from Word online, the Smart Document editor in Legale now displays the new text (e.g., “Esta es una frase de ejemplo”)—confirming that your edits were successfully synchronized and are ready to be saved or further configured within the platform.
Add and manage fields to your Smart Document
Last Updated: September 2, 2025Add fields to a Smart Document To add fields to a Smart Document, select the template from your drive and click the Edit button; this will open the document in editing mode. Insert fields into the document While editing your Smart Document, click on the Add field button to start to insert variables. Configure the field properties When adding a field, use the Field configuration panel to define its properties—set a name (e.g., “Name”), choose a data type (like Text, Number, Date, etc.), apply formatting (e.g., Email, RUT), and mark it as required if needed. Once configured, click OK to create the field. Copy the field number To put the field (e.g. Name{{1}}) elsewhere in the document, select it from the Form fields list and click the Copy field number button—this copies the field placeholder to your clipboard, allowing you to paste it multiple times within the Smart Document content for consistent user input references. Field number reused in content The copied field number {{1}} has been successfully reused in the document body, as shown—this means the same user input (in this case, Name) will automatically appear in all locations where the placeholder is inserted. Insert additional fields with unique identifiers You can continue enriching your Smart Document by inserting new fields like {{2}} (e.g., RUT) using the same method—select the field from the Form fields list and place it where needed in the content. With the Phone number field ({{3}}) added alongside Name ({{1}}) and RUT ({{2}}), your Smart Document now dynamically collects personalized data—these placeholders will be replaced with user input during form completion. Edit field settings from the configuration menu To modify the properties of an existing field (such as its label or format), select the field from the Form fields panel and click the Field configuration button—this opens the same customization interface used during field creation, allowing you to make adjustments as needed. Reorder form fields To organize how fields appear in the form view, select a field from the Form fields list and use the Move field up or Move field down buttons—this changes its vertical position in the right-hand panel, helping control the sequence in which users will complete the form. Add file to the Smart Document Apart from adding variable fields, we can require a file like the birth certificate, ID photocopy or more in the moment of the signer wants to complete the document. Delete a field from the smart document To remove a field completely, select it from the Form fields list and click the Delete field button—this will erase the field’s configuration (e.g., {{2}}) from the document content. Be sure to confirm any changes before saving. Preview the Smart Document form To verify how your Smart Document will appear to users during completion, click the Preview form button—this opens a simulation of the form-filling experience, allowing you to test the field layout, input behavior, and required validations before finalizing the template. Form preview view The Preview window shows how end users will see and complete the form: each configured field (like Name, RUT, and Phone number) appears with its label, input type, and validation status. Required fields are marked with a red asterisk, giving you a clear way to validate the form structure before publishing. Save the Smart Document Once you’ve inserted and configured all fields, and validated the layout with the preview, click the green Save button at the bottom-right corner—this finalizes your Smart Document, making it ready for use in automated workflows or for generating individual documents with dynamic input.
Manage existing Smart Documents in your repository
Last Updated: September 2, 2025Duplicate Smart Documents To duplicate a Smart Document, select the desired template from your drive and click the Duplicate button in the top menu. This action creates an exact copy of the selected Smart Document, preserving its content and fields. Confirming document duplication After using the duplicate option, the platform immediately generates an identical copy of the selected Smart Document, placing it next to the original for quick verification and further actions. Transferring Smart Documents Selecting a Smart Document and clicking the Transfer button allows ownership of the document to be reassigned to another user. Confirming document transfer To finalize the transfer, select the recipient’s user from the dropdown menu and click the green “Submit” button, which reassigns ownership of the selected Smart Document to the chosen user. Transfer confirmation The document now appears under the account of the new user, confirming the successful ownership transfer, with the user’s name shown in the top-right corner and the transferred Smart Document listed in their drive. Moving a Smart Document To relocate a Smart Document to a different folder, select the document and click the Move to button located in the top toolbar, represented by a folder icon with an arrow. Confirming folder selection Once the destination folder is chosen from the dropdown menu, clicking the green “Submit” button completes the action, moving the selected Smart Document to the specified folder. Verifying folder relocation The Smart Document now appears within the selected destination folder “Folder example”, confirming that the move operation was successfully executed. Deleting a Smart Document To remove a Smart Document from the drive, simply select it and click the Delete button represented by a trash bin icon; this action permanently removes the document from your list. Deletion confirmation Once a Smart Document is deleted, it is permanently removed from the list and no longer appears in the document overview, confirming successful deletion.
Attach files, links and share your Smart Document
Last Updated: September 2, 2025Attach file to Smart Document The Attached file option becomes available once a Smart Document is selected, allowing users to include relevant supporting documents directly within the configuration section for streamlined access and reference. File upload settings To complete the file attachment, select the delivery type—either via sign link, signed email, or both—then define whether the attachment is conditional, and finally click Upload to confirm and attach the selected document to the Smart Document. Attaching a link to a Smart Document Clicking the Attached link button allows users to associate an external URL with the selected Smart Document, enabling additional reference material or related online resources to be embedded within the document’s configuration. Saving the attached link To finalize the addition of a hyperlink, the user must input a name and a valid URL, choose whether the link should be conditional, and click the Save button to store it with the Smart Document. Accessing sharing options To initiate sharing of a Smart Document, click the Share button located in the Configuration section of the interface. Sharing Smart Documents with other users To share a Smart Document, select users from the dropdown menu, click the green plus icon to add them, and finalize by pressing Save. This grants access to the specified individuals and ensures collaborative availability of the document.
Prepare workflow to sign your Smart Document
Last Updated: September 2, 2025Creating a workflow for Smart Document signing To initiate a workflow for signing a Smart Document, go to the Workflow section and click on New Workflow. This begins the setup process for automating actions such as document routing and digital signature collection. Selecting the Smart Document for the workflow In the workflow creation process, choose the option Using a Smart document and select the desired template—here, “Smart Document Example”—from the dropdown list. Confirm the selection by clicking Next to proceed with defining the signing flow. Assigning type of signature to the Smart Document After selecting the Smart Document, a preview of the template is shown. Click Add signer at the bottom of the page to begin assigning recipients who will sign the document within the defined workflow. Selecting the signing method When prompted to choose a signing flow, the “Dynamic signer” option is selected. This allows the signer to be defined dynamically at the time of sending or through document variables, providing flexibility for workflows with varying recipients. Press Next to continue setting up the signer. Setting step conditions This step allows you to define whether the signing step should be conditional. Selecting “No” means the step will always be executed, regardless of document data or workflow conditions. Click Next to proceed with configuring the signature. Choosing signature placement Select “Coordinate” to manually position the signature field by defining its exact location on the document or “Anchor” to position the signature box on a keyword within the document. This option allows precise control over where the signer’s signature will appear. Click Next to continue with the signature configuration. Finalizing signature placement After positioning the dynamic signer field on the document, proceed by clicking the Next button to continue setting up the workflow for document execution. Final workflow confirmation In the final step of the workflow creation for signing a Smart Document: Signing order: Select either “In order of signers” (sequential signing) or “All signers at the same time” depending on the signing flow you require. Send a copy: Toggle “Yes” to automatically send a copy of the signed document to each signer upon completion. Flux name: Provide a name for the workflow — in this case, it’s titled “Flux for SD Example”. Click Save to complete and activate the workflow. Your Smart Document is now ready to be signed through the defined process. Workflow summary screen Once saved, the newly created workflow is listed under the “Workflow” section with its assigned name — in this case, Flux for SD Example. The entry shows that it originates from a Smart Document titled “Smart Document Example,” is owned by Diego Leyton Blanco, and utilizes the Dynamic signer method. The setup timestamp is also recorded, confirming successful creation and readiness for execution.
Create forms to fill out your Smart Document
Last Updated: September 2, 2025Create a form for a Smart Document In the Form tab of the Smart Document section, clicking the Create form button allows you to generate a new form associated with the selected Smart Document. Access form management In the Forms section of a Smart Document, you can manage existing forms or create new ones using the Create form button. This view also shows a table listing form name, associated workflow, file name, form URL, and creation date once forms have been added. Create form – Document management To create a form, the Smart Document must already have an associated signature workflow Prepare workflow for your Smart Document Configure the form by entering its name, selecting the corresponding workflow, and defining the file name, which can include suffixes using variables inserted in the Smart Document (e.g., {{1}} Name), allowing each generated document to be personalized—additional fields like expiration date and description must be completed before saving. Create form – Email configuration and access control In this final section of form creation, you can customize the email content that will accompany the form, optionally define recipients to receive a copy of the signed document, and designate additional contacts to receive a copy of the completed file—plus, you can configure the expiration date of the form link or activate the option for it to never expire, and choose whether to send only the form content without the attached document before clicking Save to finalize. Create form – Folder structure configuration This step allows selecting a destination folder where the signed documents will be saved, defining whether the folder name will be fixed, dynamically generated using smart document variables, or a combination of both Difference between static and dynamic folder Also, you can specify suffixes to construct the folder name accordingly. Create form – Finalizing folder structure The folder where the signed document will be stored is confirmed, the folder owner is selected, the method for generating the folder name is defined—whether fixed, dynamic, or a combination—and suffixes can be applied using smart document variables before saving the configuration. Access form list To access the list of forms associated with a smart document, select the smart document from the drive, go to the Form tab, and click the Form list button. Form list overview The form list displays all created forms along with their associated smart document, workflow, file name, form URL (which can be copied using the icon), and creation date. Each form can be selected for sharing, editing, or deletion from the top menu. Filling the Smart Document via form URL By opening the URL of the created form, the user can fill out the Smart Document using the previously configured variables such as {{1}}, {{2}}, and {{3}}, entering the required data for each, including signer details, and then submitting the form to initiate the signature process. Sign notification email Once the form is submitted and the Smart Document is generated, the assigned signer receives a notification email with a link labeled “View and Sign”, allowing direct access to the document for signature. Attached file confirmation We can confirm that the attached files feature works correctly because the document view displays a section labeled “Attached file:” showing the file name (e.g., Certificate.pdf), verifying that it has been successfully linked to the Smart Document. Variable substitution verification We confirm that the values entered through the form have correctly replaced the predefined variables in the Smart Document, as shown by the inserted data (e.g., “Despapeliza”, RUT “11.111.111-1”, and phone number “+56922222222”) matching the placeholders {{1}}, {{2}}, and {{3}} configured during document creation. Smart Document signed and saved with dynamic naming After the Smart Document is signed, both the document and its containing folder are automatically created and named based on the dynamic variables previously configured during the form setup. In this example, the document “Contract Despapeliza” is saved inside the dynamically generated folder “Despapeliza”, confirming that the system uses the user-provided input values ({{1}} Name) as naming suffixes. The document also shows a “SIGNED” status, indicating successful signature completion. Captured data overview By accessing the Data capture option under the Data tab of a selected Smart Document, you can view the data entries that have been submitted through its associated forms. This feature allows you to monitor and retrieve the filled values (from variables like {{1}}, {{2}}, etc.) submitted by users as they complete the document, providing real-time visibility into the information being collected. Captured data details Within the Data Capture view, the system displays a summary of all completed forms linked to the Smart Document, showing detailed values entered for each configured variable (e.g. Name, RUT, Phone number). The table includes the date of completion, the final file name, any message or description added, the number of attached files, and the values provided by the signer. Additionally, the data can be downloaded in Excel format for further processing or archival purposes.