What to place in the onboarding pack
Start with the core documents you use most often. We usually work from approved templates for contracts, wills, leases, letters of demand and conveyancing paperwork, then map the wording that changes from matter to matter.
The cleaner the pack, the easier it is to build templates with merge fields, conditional questions and version control. If a form already has fields, notes or special clauses, include the latest copy.
- Current template files in editable format
- Approved clause bank text, if you have one
- Samples of completed documents with sensitive details removed
- Preferred headings, numbering and signature blocks
Practice details that shape the setup
We need the firm’s working structure so the questionnaire logic and matter data fields fit the way your team actually opens files. That includes matter types, user roles, file naming habits and any fields that must appear in every output.
For Johannesburg, Pretoria, Cape Town, Durban, Bloemfontein and other South African practices, the same pack still needs local discipline: who approves wording, who edits templates and who signs off final versions. One neat contact list saves a lot of back-and-forth across the build.
- Practice name and office locations
- Key people for approval, training and admin access
- Types of documents handled in the firm
- Any internal rules for naming files, matters and folders
Clause bank and questionnaire inputs
Clause banks work best when the options are separated into clear choices. If a clause has optional lines, exceptions or fallback text, send those as separate notes so they can be placed behind the right question.
Questionnaires guide staff through the right sequence, so the pack should show what depends on what, which answer triggers a clause, and which items must never be left blank. A short annotation on the side of each sample can prevent confusion later.
- Clause options and fallback wording
- Trigger points for conditional clauses
- Required fields and optional fields
- Any notes on wording that must stay fixed
Document migration and version control
If older documents need to move into the new system, send the versions you still use and mark the ones that should stay out of circulation. That helps keep a clean trail and avoids staff pulling the wrong file when a matter is already open.
Version control matters when several people have edited the same template over time. We look for the latest approved wording, then separate live files from archived copies. A dated filename or a short approval note is often enough to show which draft is current.
- Latest approved documents only
- Archived copies that must not be used for new matters
- Any version notes, approval dates or revision comments
- Examples of files that should remain read-only
Security, storage and POPIA-aware handling
Law firms handle sensitive client information, so the pack should reflect how you want documents stored, accessed and shared. Secure cloud storage, permission levels and careful handling of personal information all matter when templates carry matter data and signatures.
On day one we need to know what must be protected, who may edit content and whether certain document types need stricter access. That keeps the system tidy without overcomplicating daily work.
- Access groups for fee earners, support staff and admins
- Any files that need limited viewing rights
- Preferred storage structure for active and archived matters
- Internal handling notes for personal or confidential data
Training notes and sign-off points
Training goes smoother when the pack includes who will use the system first and what each group needs to learn. Admin staff usually need a different level of detail from lawyers, so it helps to separate the audience before we start.
Sign-off works best when one person is assigned to check templates, another to test questionnaires and a third to confirm the final output. That way small changes do not drift through the process unnoticed.
- Names of staff for training sessions
- Who approves templates and clause changes
- Any questions that should be tested before go-live
- Notes on workflow changes or special approvals
