Building a Reusable Content Library for Documents and Contracts
What is the Content Library?
The Content Library is a powerful feature within your CRM's Documents & Contracts editor. It allows you to save and store commonly used sections of content—like legal clauses, pricing tables, signature blocks, or even entire pre-formatted pages—for easy reuse. Instead of recreating the same content repeatedly, you can simply drag and drop these saved components into any new document or contract template, ensuring speed and consistency across all your client communications.
Key Benefits
Using a Content Library transforms how your team creates proposals and agreements.
- Save Time: Assemble complex documents in minutes by pulling from a library of pre-approved components.
- Maintain Consistency: Ensure every document has the same professional branding, layout, and standard terms.
- Scale Quality: Share your best content across your entire team or multiple locations with a single action.
- Simplify Training: New team members can create accurate documents immediately using the vetted library items.
- Centralize Control: Manage and update key legal or pricing language in one place, and the changes are available for future use.
How to Set Up and Use the Content Library
Step 1: Create or Open a Document
To begin creating library items, you first need a document. Navigate to the Payments section, then select Documents & Contracts and click All Documents & Contracts. From there, click the + New button and choose New Document to start from scratch, or open an existing template to edit.
Step 2: Save Content to the Library
Within the document editor, design the content you want to save.
- To save a specific block (like a paragraph or a table), hover your cursor over that block. An option to Add to Content Library will appear.
- To save an entire page, click on the three-dot menu (⋯) for that page and select Add to Content Library.
A dialog box will appear. Give your item a clear, descriptive name and confirm by clicking Add to Content Library.
Step 3: Reuse a Library Item
When editing any new or existing document, click on the Content Library tab within the editor and select the Custom category. You will see a list of all your saved items. Simply drag and drop the desired block or page into your document. Once placed, you can customize any text, variables, or pricing details to fit the specific client or situation.
Step 4: Share Items Across Locations (Optional)
If you manage multiple locations or sub-accounts, you can share your library items with them. Go to Payments and hover over Documents & Contracts in the menu. Click on Templates, then select Content Library. Find the item you wish to share, click the three-dot menu (⋯) next to it, and choose Share. Select the destination location and confirm to share the item.
Frequently Asked Questions
Where can recipients find items I've shared?
Recipients in the shared location can access the items by going to Documents & Contracts > Templates > Content Library within their own account.
Can I rename or delete library items?
Yes. You can manage all your library items from Documents & Contracts → Templates → Content Library. From this list view, you can rename, delete, or share items.
Does using library items affect workflows or notifications?
No. Workflows, triggers, and email notifications operate based on the document or template status and your configured settings. Using library components to build a document does not change this behavior.
Are there limits on how many items I can save?
No, there are no limits to the number of items you can save in your Content Library.