License & Company Settings

A separate Yardi Systems License is required to use the Legal Manager Module with Deal Manager, please contact Yardi Systems Sales for more information.

Once a Yardi Systems License has been issued for the Legal Manager Module, Legal Manager functionality can be enabled for Deal Manager by going to Company Settings > General Settings > Settings > General and checking the Legal Manager checkbox.

To best use Legal Manager, there are several required and some optional settings that should be configured.

Legal Manager settings can be found under Company Settings > Deal Settings > Document Settings and also under DM Settings, both are accessible from the User Profile drop-down.

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The Document Settings page (Company Settings > Deal Settings > Document Settings) has 8 Settings tabs, 5 of which are used by Legal Manager specifically.

The Document Type Mappings tab (Company Settings > Deal Settings > Document Settings) is required to be configured for Legal Manager to be functional. This setting is used to define the types of Templates and Legal Documents that will be used in Legal Manager. Some examples of Legal Document Types are Addenda, Lease Document, Lease Amendment etc. Every kind of document that will be managed by Legal Manager should be defined in this setting.

To Edit or Add a new Document Type, first click the Pencil button

in the top right-hand corner. Then to Edit a Document Type simply make changes to the now editable Document Type record fields, or to Add a new Document Type click the newly shown + Add button

.

SharePoint Folder Mappings

The SharePoint Folder Mappings tab (Company Settings > Deal Settings > Document Settings) is not Legal Manager-specific, but is used by Deal Manager in general, and required to be setup for Clients that are using Yardi Document Manager for SharePoint (YDMS). If a Client is using YDMS for Deal Manager, then Legal Manager will also use these SharePoint Folder Mappings for Legal Document storage.

YDMS is a separate service used to store files and documents using MS SharePoint file structure, and if used will manage all files for Deal Manager and Legal Manager including images and document attachments.

For Clients using YDMS, the SharePoint Folder Mappings needs to be setup. But first the Client must have defined Attachment Types in Voyager (Voyager > System Administration > System > Attachment Types). When Voyager Attachment Types are defined, folders in SharePoint will be automatically created that correspond to the Voyager Attachment Types.

Once the Voyager Attachment Types have been defined, then the appropriate Voyager Attachment Object Type needs to be mapped to the standard Deal Manager SharePoint Objects in the SharePoint Folder Mappings tab, for both Attachments and Images.

For more information about YDMS, setting up Voyager Attachment Types, and working with the SharePoint Folder Mappings Tab, please contact Deal Manager Support.

The Lease Templates Tab (Company Settings > Deal Settings > Document Settings) is only available to Legal Manager Clients. It is utilized to store and manage tokenized Lease Templates, that are then used to generate specific instances of Deal Legal Documents which can be executed.

Lease Templates should be MS Word .doc files that have embedded Word Merge Tokens which will incorporate specific Deal data and information when a Legal Document is generated from the Lease Templates. Legal Documents are instances of Lease Templates applied to a specific Deal, created using the Legal Document Builder. Lease Templates are stored in Deal Manager for all Clients, even for Clients using YDMS.

To upload a Lease Template, click the

button from the Document Settings Lease Template tab; a New Template form will be displayed. There are several required and some optional fields to be entered.

Once the Lease Template has been uploaded it can be edited within Legal Manager to embed Word Merge Tokens and change content. To Edit a Lease Template, click on the Edit button

under the Action column for an Uploaded Lease Template File Record.

Clicking on the Lease Template Edit Action button opens the Uploaded Lease Template file in an integrated Document Editor which is used to edit Lease Templates for all Clients, even those using YDMS.

Clicking on the 'Library' tab on the left side of the screen in the editor will open the clauses library, which allows you to drag and drop standard Lease Clauses, Property Clauses, and Clause Groups directly into the Lease Template.

Use the Filter to search for appropriate Clauses or the drop-down select to find Clauses, drag and drop them directly into the Lease Template document.

Word Merge Tokens can be typed in manually into the Lease Template document either before the document has been uploaded as a Lease Template, or into the uploaded Lease Template document using the in-built editor.

Signature Templates are special Template files created and managed under the Lease Templates tab. Signature Templates contain embedded signature Word Merge Tokens, along with any special formatting needed. The Signature Templates are then themselves included as tokens in Lease Templates to generate Signature Blocks in Legal Documents.

Signature Templates have a specific naming convention, the Signature Template Document Name must begin with the prefix “SignatureTemplate_...”, and the Document Type selected when creating the Template should be Signature Template.

To use the Signature Template as a Word Merge Token in a Lease Document, simply use the Signature Template Document Name surrounded by << >>.

Example of a Lease Template referencing a Signature Template:

Example of Signature Template:

Signee Configuration

The Signee Configuration tab (Company Settings > Deal Settings > Document Settings) is only available for Legal Manager Clients. It is used to define default, placeholder eSignature Signees for Legal Documents; the default Signees can be defined at the Company and Property level. These default Signees are used for eSignature functionality only if Signees are not eventually defined at the Deal-level. Default Signees are not required in order to use eSignature functionality and can be over-ridden at the Deal and the Document-level as needed.

The Company Level Tab is used to define the default Signees to be included in Legal Documents generated across all Deals for a Company. The information for these default Signees will be the information incorporated into the Signature Blocks of the Legal Documents generated for all the Company’s Deals. The Company Level default Signees are over-ridden by the default Property Level Signees, and ultimately by the Signees defined on the Deal itself. If there are no other Signees defined at the Property Level or at the Deal level, then the Company Level Signees will be incorporated into the Signature Blocks of the Legal Documents generated for a Deal.

The Property Level Tab is used to define the default Signees to be included in Legal Documents generated across all Deals for a specific Property. The information for these default Signees will be the information incorporated into the Signature Blocks of the Legal Documents generated for all the Property Deals. The Property Level default Signees are over-ridden by the Signees defined on the Deal itself. If there are no other Signees defined at the Deal level, then the Property Level Signees will be incorporated into the Signature Blocks of the Legal Documents generated for a Deal.

Signees for a specific Deal are defined on the Legal Documents Signee Tab of a Deal record (Deal > Legal Documents > Default Signee). See Creating & Managing a Legal Document section of this guide for more information. Signees defined for a Deal record are the eSignature Signees that will be included in the Signature Blocks of that Deal’s generated Legal Documents and will override any Company Level or Property Level Signees setup in Document Settings.

To Create a Default Signee from either the Company Level or Property Level tab, click the corresponding Add Company/Property Level Signee button

to display the Add Signee form. The Add Signee forms will be nearly the same for a Company Level and Property Level Signee, with the Property Level form having an additional Property field (required).

Company Level Add Signee Form:

Property Level Add Signee Form:

The Additional Settings tab (Company Settings > Deal Settings > Document Settings) has several settings that are used by Legal Manager, which can be set but are not required. Settings include:

Legal Manager uses two settings found in DM Settings, accessible from the User Profile drop-down, to manage Clauses: the Clause Library and Clause Groups.

The Clause Library, found under the Clauses menu item of DM Settings. This is the master Clause Library which contains an organized list of all Clauses, and their content, a Client would like to use in Deals and Legal Documents.

The Clause Library is synced with Voyager (Voyager > Commercial Module > Setup > Commercial Setup > System Configuration > Lease Clauses), where it can also be managed. Any changes made to the Clause Library in Voyager are reflected in the Legal Manager Clause Library and vice versa.

Clauses from the Clause Library can be made available to Legal Documents on a Deal record from multiple pages:

Once attached to a Deal, a Clause becomes a unique instance specific to that Deal and its content can be changed without affecting the master Clause in the Clause Library. Clauses added to Deals are available to be included in generated Legal Documents for that Deal, via Word Merge Tokens.

Clause Groups, found under the Clauses menu item of DM Settings, are a way to organize Clauses into named groupings, and are made available to Legal Documents of a Deal through the Legal Documents tab of a Deal, or the Deal Proposal record. Clause Groups are synced with Voyager.

Clause Groups are a way to standardize collections of Clauses. These standard collections of Clauses can all be easily added to a Deal at once by selecting the Clause Group, instead of having to individually select unique Clauses.

Property Clauses are a way to organize clauses by property. After the clause has been created and saved to Deal Manager, you can select which property it pertains to within the Property Clauses tab and click + Add Clause to add that clause to a particular property. Once a proposal is saved, you can select this property clause by clicking + Add Property Clause within the Clauses tab of the proposal.

Legal Document creation and editing, along with the entire eSignature process for a Deal, are managed under the Legal Documents menu on a Deal record. The Legal Documents menu is only available to Clients that have licensed the Legal Manager module.

The Legal Documents menu item has several standard tabs:

Other tabs are displayed that correspond to Custom Tables used to store custom Deal data that can be integrated into Legal Documents. Additionally, custom data stored in Deal Proposal Custom Fields can also be incorporated into Legal Documents.

Legal Documents are unique instances of one or multiple Lease Templates, which are specific to a Deal and incorporate data from that particular Deal, including Deal terms, clauses, options, signees, etc.

Legal Documents are created, edited, and managed under the Legal Documents tab from a Deal’s Legal Documents menu. In the Legal Documents tab, Legal Document records are organized into 3 sections depending on their eSignature Status:

New Legal Documents are created from this tab, and the entire eSignature process is coordinated from here.

Legal Documents are created using the Legal Document Builder, which is accessed by clicking on the Generate or Upload buttons

Near the top of the Legal Documents tab (Deal > Legal Documents menu > Legal Documents tab).

The Generate tab of the Legal Document Builder has 4 parts:

Lease Templates are routed to the appropriate Section using the Lease Template's assigned Deal Manager Document Type, when the Lease Template was uploaded. The Deal Manager Document Type itself is mapped to a standard File Type, in Document Type Mappings, and it’s that standard File Type that is used to route the Lease Template to be displayed under one of the three Generate Sections.

Within each Generate Section, the displayed Lease Templates can be filtered by the Lease Template Name or Description.

When a Lease Template is Selected (checking the Select checkbox), the Document Name field is displayed and prefilled with a default value, this will be the file name of the generated Legal Document. The default Document Name naming convention used for the Document Name is defined in Document Settings > Additional Settings : Document Naming Convention.

By default, when Lease Templates are selected to generate a Legal Document, there will be individual Legal Document files created, one for each Lease Template selected. However, if the Consolidate checkbox

is selected, a single Legal Document file will be generated that combines all of the Lease Templates Selected across all the Generate Sections. Currently, you can only consolidate Lease Templates if one Template is selected from each Section; you cannot consolidate Lease Templates only within one Section.

When the Consolidate checkbox is selected, a new Preview Document Order

button will also be displayed. Clicking that button will show a dialog box that displays the default order of the Lease Templates to be combined into the single Legal Document file. You can drag and drop each Lease Template record to specify a new order.

When 1) the desired Lease Templates have been selected, 2) the Document Names reviewed, and 3) the Consolidation preference (along with the Document Order) has been determined, then the Legal Document(s) can be created from the Lease Templates by clicking the Generate button

. Generating a Legal Document from the selected Lease Templates involves creating a unique instance of the Lease Templates as a stand-alone document tied to the Deal, which integrates real Deal data and information into the Word Merge Tokens of the Lease Template, including any Clauses that have been added to the Deal record through the corresponding Clause-specific Word Merge Tokens. Once generated, the Legal Document is displayed under the In-Process Documents section of the Legal Documents tab.

Legal Document records under the In Process Documents section of the Legal Documents tab have not had the eSignature Process started. When a Legal Document record is first created, it is added to this Section, where it can be reviewed, edited, and finalized as needed, before being added to a Signature Envelope and sent to the appropriate parties for eSignature.

A Legal Document record under the In Process Documents Section has five parts:

If more than one version of a Legal Document has been uploaded, a Version expand link

will be displayed next to a Version label (for YDMS users the label will be SharePoint Version instead).

Clicking on the expand link will display the Legal Document Version history table, with each version of the document record delineated. You can select a checkbox next to two documents and then click on the Compare column link to open a built-in Document Viewer that shows a redline version of the Legal Documents with the changes from one of the selected document versions compared to the other document versions.

Clicking on the Document Name will open that version of the Legal Document in the built-in Document Viewer. You can also Add/View records directly to the Deal Manager Activity Feed by clicking on the Add/View Activity links. Other available functionality from the Version history table include:

YDMS users will see a similar Legal Document Version table, that functions in the same way to display a redline comparison between versions of Legal Documents but doesn’t include the ability to add Activity Feed records or view the Lease Template used to generate a Legal Document.

YDMS users can also see the Version history of the Legal Document by directly accessing the Legal Document file in their SharePoint folder and selecting Version history option from the SharePoint File Options (three dots).

By default when the Edit button

for a Legal Document is pressed, the file is opened in an integrated online document editor called the SyncFusion Rich Text Editor. SyncFusion Rich Text Editor is a full-featured document editor that can change and format the content of a Legal Document. The SyncFusion Rich Text Editor has a custom, integrated Word Merge Token and Clauses Manager under the Options tab, which allows you to quickly search through all available Word Merge Tokens and drag and drop them directly into the Legal Document. Any available standard Lease and Property Clauses for the Deal that the Legal Document is connected to, will also be available to be inserted into the Legal Document.

If a Client is using YDMS, the Legal Document file is stored in the Client’s SharePoint and can be edited using either 1) the Deal Manager-integrated SyncFusion Rich Text Editor, 2) the built-in SharePoint online editor or 3) a local desktop version of the MS Word application. The editor that will be used by default can be set using the SharePoint Document Editor Option under Company Settings > Deal Settings > Document Settings > Additional Settings. If MS Word is selected, the Legal Document stored in SharePoint is opened using a User’s local desktop MS Word application, and changes made to the Legal Document are automatically saved to SharePoint. All changes and versions of the Legal Document are tracked and stored in SharePoint and the versions are available through SharePoint’s Version link. A limitation of using MS Word or the SharePoint online editor is that you can't drag and drop Word Merge Tokens and Clauses in a Legal Document, since neither the MS Word or SharePoint editor have an integrated Word Merge Token and Clauses Manager tool, like SyncFusion Rich Text Editor has.

The Signatures In Progress section shows Legal Documents that have been finalized and are being prepared, or have been sent out, for signature. This includes Legal Documents that were previously In Process and have had the Select For eSignature link clicked (under the eSign Status column) and the Initiate eSignature Request process started, which creates the eSignature Envelope. See eSignature Process further down below for more details.

A Legal Document record under the Signatures In Progress Documents Section has six parts:

The Signatures Complete section shows Legal Documents where all Signees have eSigned the Legal Documents in the Signature Envelope, and the Legal Documents have been legally executed.

A Legal Document record under the Signatures In Progress Documents Section has six parts:

The Legal Documents Signee tab shows the selected signees for the Legal Documents of a specific Deal. When generating a Legal Document for a Deal, if default Signees have been defined in Signee Configuration (Company Settings > Deal Settings > Document Settings > Signee Configuration), those default Signee records will be automatically added to the Legal Documents > Signee tab.

The default Signee records added will depend on the Deal Area or Total Rent criteria that was defined for a default Signee in Signee Configuration (see Signee Configuration: Signee Record documentation above) and how that criteria matches the area or total rent of the Deal for which the Legal Documents have been generated.

Any default Signees automatically added to the Legal Documents > Signee tab can be edited

or deleted

for that specific Deal’s Legal Documents; changes to this Signee record won’t affect the general default Signee record created in Signee Configuration. Additional Signees can be added as needed by clicking on the

button.

If an Unassigned Signee record has been added, you would need to edit the Signee record to add the Name and contact information of the actual person that will be signing the Legal Documents for a Deal.

Adding or Editing a Signee record will open the Signee record window.

The Clauses tab of the Legal Documents page is used to manage Deal-specific Clauses available for integration into a Deal’s Legal Documents.

Clauses are added by clicking on the

button or the

button.

Property Clauses are defined in Property record > Clauses and are automatically available to every generated Legal Document for a specific Property.

Clause records are edited by clicking on the

Action button. This allows you to edit the specific instance of the Clause that is attached to the Deal and does not affect the Master Clause in the Clause Library.

Clauses added to this tab are available to be pulled into the clause-specific Word Merge tokens of the generated Legal Documents for a specific Deal. Clauses can also be added directly into a Legal Document when editing a Legal Document using the SyncFusion Rich Text Editor through the built-in Clause Manager, see the Legal Documents : Editors section of this guide for more information. If a Property Clause Word Merge Token is referenced in a Lease Template or a Clause used by a Deal, it’s not required to have the Property Clause specifically added to the Clauses section of the Legal Documents; the Property Clause will be automatically pulled into the generated Legal Document through the Word Merge Token.

The Options tab displays Deal Options, which are available to be incorporated into the Legal Documents of a Deal, using Option-specific Word Merge Tokens. New Options to be incorporated into Legal Documents can be manually created by clicking on the

button.

Any available Custom Tables for a Deal are displayed as additional tabs on the Legal Documents page after the standard tabs (Legal Documents, Signee, Clauses, and Options). Custom Tables store custom data for each Deal that can be integrated into Legal Documents through Custom Table Word Merge Tokens (these tokens begin with the prefix “<

These can be set up in DM Settings -> Custom Tables

Data from the Custom Fields on a Deal’s Proposals is available to be integrated into generated Legal Documents for that Deal. This functionality is tied to specific Custom Table Word Merge Tokens which begin with the “<>

The custom fields can be set up in Company Settings -> User Defined fields.

Document Settings

Various Document Settings can be configured in Company Settings > Deal Settings > Additional Settings.

Signee Configuration

Send eSign Envelope on Completion:

Once the document/(s) are ready to be signed, select one or multiple documents that need to be sent out for electronic signature by clicking the ‘Select for Signature’ button next to the document.

Then, click ‘Initiate Signature Request’ which opens the signature envelope.

The signature envelope contains the documents that were selected for “Initiate eSignature Request”. The Signature Envelope is where signees can be added by choosing from Users or Contacts in the system.

Signee Details

Document Details

The ‘Document Details’ tab allows the user to configure document visibility if multiple documents are added to the signature envelope. By default, all signees listed will have access to all the documents in the envelope. To revoke access to one or more users, click the Edit button next to the document as shown below.

Once the signee configuration is complete, click Next to open the documents and place the signature tokens.

eSignature Token Placement

Once the tokens have been placed for each signee, click ‘Request eSignature’ to send out the document for signing.

Once the eSignature has been requested, the first signee in the Signee List will receive an eSignature Request email with a link to the document for them to sign, as seen below.

Once the eSignature Configuration has been started, the document will move from “In Process Documents” to “Signatures In Process”. As the signees complete their eSignatures, the eSign Status column will update for that document.

eSign Status

Users can keep track of the status of signatures for the document using the “eSign Status” column under Signatures in Progress.

Send Reminder

When checking the eSign Status of a document, users can send a reminder to signees whom they have not received a response from.

If the setting “Allow Users To Send Signature Request Manually” is flagged, users must send the signature request manually. This setting prevents the signature request from being sent upon the completion of the previous signature.

Signature History

Users can track the progress of eSignatures on a document using the Signature History tab. As signatures are obtained, the Signature History tab is updated.

Once all signatures have been completed, the document will move to the “Signatures Completed” tab. The fully signed document will have the signature certificate and disclosure attached at the bottom of the downloaded Fully Signed Document. To download the fully signed document, select the

button under “Action”.

Send eSigned Envelope To All Signees

Once eSign is completed, the fully signed document can be sent to all signees from the eSign Status by clicking “eSign Completed” then selecting “Send eSigned Envelope To All Signee”. If you would like to send the fully signed document to specific signees, use the

action button.

While a document is still showing under “Signatures in Progress”, the signature requests can be voided by using the “Void Signature Request” button. After you void the document, an email goes out to the signees that the document is voided.

The Lease Documents dashboard can be found under Pipeline > Lease Documents. This dashboard can search through Lease Documents by Tenant Name, Document Name, Property and other search criteria.