Replace References is a very useful document creation tool to use when you need to change which party is being referred to in a precedent document.
Example use-case
A precedent document is set up to refer to a Mortgagee’s details, but you need it to refer to the Mortgage Broker instead.
Video guide
How to use Replace References
Any precedent document that has fields to pick up a particular party’s details can use Replace References to change those fields to refer to a different party.
- Open a document from the Precedents Library in Modify mode.
- Click on the Smokeball Toolbar located on the right side of Word to expand and select Replace references.
- Select the party that you want to Replace with the specific party you want to use. In the following example, the first party is the "Incoming Mortgagee".
- Fill out the With option with the new party to be referred to and click OK.
In this example, all fields in the document that referred to the Incoming Mortgagee will be updated to pick up details from the Mortgage Broker instead.
If the matter has multiple parties listed in the same role (e.g. two separate Mortgagees) and the document has been set up to only pick up the first party listed on the matter, you can also use the Replace References option to change to the second or subsequent party instead.
To do this, use the same method above. You should have the option of selecting the second party as the “With” option (it will be listed as e.g., “Incoming Mortgagee 2”) or select the same party name in both “Replace” and “With” and use the + button to get to the correct number.
If multiple parties are listed for the same role, you can implement Party Selection in the precedent so that it always asks you which party is being referred to. Smokeball’s precedent documents often have this option in place, but you can add it to any precedent your firm has added to the library.