Editing Forms

Editing form templates can be a time-consuming task. With the right tools and techniques, you can make efficient changes to these templates and ensure that they are accurate and up to date.

In this article, we will discuss best practices for editing forms, including formatting the document, viewing versions, creating shortcuts, and more.

Duplicating Smokeball forms

Smokeball forms are default form templates that are available to all users. These templates are updated by Smokeball and changes made by Smokeball will overwrite any changes your firm makes to them. 

If you want to make your own changes to Smokeball’s default templates, it is recommended to duplicate the template file:

1. Access the Forms & Templates library by selecting the Forms & Templates button in a matter.
2. Locate the form that you want to duplicate and right-click on it. 
   
   
3. Click on the Create copy option in the menu. A copy of the form will become available in the same folder.
   • We recommend you add your firm’s initials to the form name for easy identification. To do this: right-click the precedent copy and select Rename.

Modifying your firm's forms

Firm forms are custom templates that have been created by your law firm. 

1. Access the Forms & Templates library by clicking the Forms & Templates button in a matter file.
2. Locate the precedent that you want to edit. Right-click and select Modify to access the template.
   
   
3. The template will open in Word. Make the necessary changes to the form using the available editing tools. These might include adding or deleting text or inserting automation fields. 
4. Click Save & Close to save your changes to the form. 

Learn more about adding automation fields to the form.

Best practices for editing form templates

• Save your form template regularly. This ensures your changes are tracked with an updated version and that you do not lose any progress if something unexpected happens.
• Use the Version history feature to view the edits you make to the template. This allows you to see a record of all the changes you have made, and you can choose to revert to a previous version if needed.
• Word’s Find and Replace function can help you quickly make multiple changes to the document. This can be particularly useful if you need to update specific language or terms throughout the template.
• Use formatting tools, such as bold, italic, and underline, to help organize and structure the document. This can make it easier to read and understand the document.
• Pay attention to the layout and formatting of the document. Make sure that headings and subheadings are clearly defined and that the document is easy to navigate.
• Use Word’s Spell Check function to ensure that the document does not contain any spelling mistakes.

Note: Form styling flows from the document container/letterhead. If any form template styling does not turn out as expected, verify that the form styles match the container styles. Learn more about viewing and changing container styles.

Revert back to a previous version of a form

If you overwrite a form template, or a recent edit does not automate properly, it is best to revert the document to the previous working version and start editing again from scratch.

1. Access the Forms & Templates library by clicking the Forms & Templates button in a matter file.
2. Locate the form that you want to revert. Right-click and select Version history.
   
   
3. A list of previous versions of the form will be displayed. Right-click the version to revert and select Set as current version.
   • Note: The current version appears with an asterisk (*) next to the date.
     
     
4. A confirmation window will appear. Click Yes to confirm the change. 

Create shortcuts to forms

Shortcuts are a great way to access and organize your documents and files quickly and easily.

By creating shortcuts, you can save them in multiple relevant folders without having to make multiple copies of the same document. Having only one original copy of each form template can help you avoid confusion and ensure that you are always working with the most up-to-date version of the document.

To create a form shortcut in another folder:

1. Access the Forms & Templates library by clicking the Forms & Templates button in a matter file.
2. Locate the form that you want to create a shortcut to.
3. Expand the Forms Suites bar and ensure the destination folder is on display.
   
   
4. Right-click and hold down the right mouse button on the template file.
   • It is important that you use the right mouse button. If you use the left, it will move the file.
5. Drag the file to the destination form folder where you want to place the shortcut.
6. Release the right mouse button and select Create shortcut here from the context menu.
   
   

A shortcut to the template file will now be in the destination folder. You can use this shortcut to quickly access the template file from the new location.