Document Templates

Standardization of documents that can be automated with the Leadtime platform.

In Leadtime, the “Document Templates” section is located in the main menu under Administration → Document Templates.

The Document Templates section standardizes recurring documents, such as contracts, cover letters, and requirement specifications, and automatically fills them with project, customer, and company data when they are generated.

What are document templates?

Document templates combine static text with variables. When a document is generated, Leadtime replaces those variables with the appropriate values, such as the customer, project, contact, or company. This produces consistent, personalized documents without manual rework.

Document templates are used in projects: Projects – Documents tab (single projects only)

Overview of templates

Opening the section displays a table containing all templates. It includes the following columns:

Name: Title of the template
Description: Brief information about the template’s content or purpose
Language: German or English
Type: Currently available: Project document
Created on: Date of creation
Last updated: Date of the most recent change

Two icons are also available:

pencil to edit the template
trashcan to delete the template

Create template

Click “+ Create template” to open a dialog with three columns:

Left: Metadata

Define the template’s general properties here:

Name: Title of the template
Description: Optional explanation of the purpose
Language: Dropdown, for example, German or English
Type: Currently only Project document available

Middle: Document content

The document text editor is located here. You can:

enter static text
format text through the / menu or context menu, including headings, lists, and tables
insert variables to make text dynamic, such as #organization.companyName
define conditional sections that appear only when specific conditions are met

Example of a condition:

The following notice appears only when the variable #custom.Testzeitraum is greater than 0:

“You are not permitted to use the data created in the system during the trial period for commercial purposes.”

Insert these conditions directly in the editor through the “Condition” menu item.

Right: Variables

The right column contains two types of variables:

General variables

These variables are available throughout the system and can be inserted with a click. They cover the following areas:

Workspace information (e.g. #workspace.vat, #workspace.hourRate)
Company details
Organization details (the customer’s company)
Project details
User details (current user)
Recipient details (e.g. #customer.firstname)
Macros (for example, #dearCustomer, which automatically accounts for the customer’s gender)

Custom variables

In Leadtime, custom variables let you add project- or template-specific values flexibly when those values are not covered by standard variables such as customer, project, or company.

They extend the template with custom fields that you define yourself, including a name, data type, and value.

Create them separately for each template, for example, #custom.runtime or #custom.PurposeContract. They appear in the right column below the general variables, where you can define their names and values.

Instead of finding and editing the relevant place in a contract manually, change the variable value and the text updates automatically.

Available general variables

To add a variable to the document, first select the data object from the dropdown in the right column. The selection field then displays the variables associated with that object. Click a variable to insert it into the document.

Insert variables with the # shortcut

You can also press the hash key in the text editor to open a context menu containing the available variables.

Workspace information

Information relating to the entire workspace.

#workspace.vat	The VAT rate that applies to the workspace
#workspace.hourRate	The default hourly rate for the workspace
#workspace.invoiceDaysTillOverdue	The default value in the workspace for when invoices should be considered overdue
#workspace.standardReminderFee	The standard reminder fees for the workspace
#workspace.baseInterestRate	Base interest rate for overdue invoices
#workspace.InterestRate	Total interest rate for overdue invoices

Company details

Information that relates to your company.

#company.companyName	Your company’s name
#company.legalForm	Your company’s legal form
`#company.country`	Your company’s country
`#company.zip`	Your company’s zip code
`#company.city`	Your company’s city
#company.street	Your company’s street
#company.houseNumber	Your company’s house number
`#company.phone`	Your company’s phone number
`#company.email`	Your company’s email
`#company.website`	Your company’s website
#company.fax	Your company’s fax number

Organization details

Information about the organization for which the project linked to this document is being carried out.

#organization.companyName	The name of the target organization
#organization.shortName	The short name of the target organization
#organization.legalForm	The legal form of the target organization
#organization.description	The description of the target organization
`#organization.country`	The country of the target organization
`#organization.zip`	The postal code of the target organization
`#organization.city`	The city of the target organization
#organization.street	The street of the target organization
#organization.houseNumber	The house number of the target organization
`#organization.phone`	The phone number of the target organization
`#organization.email`	The email address of the target organization
`#organization.website`	The website of the target organization
#organization.fax	The fax number of the target organization
#organization.taxNumber	The tax number of the target organization
#organization.registrationNumber	The commercial register number of the target organization
#organization.registrationCourt	The registration court of the target organization
#organization.hourRate	The hourly rate that applies to the target organization
#organization.invoiceDaysTillOverdue	The payment term that applies to the target organization
#organization.standardReminderFee	The reminder fee that applies to the target organization
#organization.baseInterestRate	The base interest rate that applies to the target organization
#organization.interestRate	The interest rate that applies to the target organization

Project details

Information about the project linked to this document.

#project.name	The name of the project where the template is used
#project.category	The project category of the project where the template is used
#project.status	The project status of the project where the template is used
#project.defaultAccountable	The default responsible person for the project where the template is used
`#project.country`	The country where the project is happening
#project.projectid	The project ID of the project where the template is used
#project.activeVersionId	The ID of the current project version of the project where the template is used
#project.activeVersionName	The name of the current version of the project where the template is used

Current user details

Information about the user who created this document.

#currentUser.title	The current user’s title
`#currentUser.degree`	The current user’s academic degree
`#currentUser.email`	The current user’s email
#currentUser.firstName	The current user’s first name
#currentUser.lastName	The current user’s last name
`#currentUser.country`	The current user’s country
`#currentUser.zip`	The current user’s postal code
`#currentUser.city`	The current user’s city
#currentUser.street	The current user’s street
#currentUser.houseNr	The current user’s house number
#currentUser.birthday	The current user’s birthday
`#currentUser.phone`	The current user’s phone number

Recipient

Information about the document’s recipient.

#recipient.firstName	Recipient’s first name
#recipient.lastName	Recipient’s last name
#recipient.position	Recipient’s position in the company
#recipient.gender	Recipient’s gender
#recipient.title	Recipient’s title
`#recipient.degree`	Recipient’s academic degree
#recipient.birthdate	Recipient’s birthday
#recipient.activeVersionName	Recipient’s active project version
`#recipient.country`	Recipient’s country
`#recipient.zip`	Recipient’s zip code
`#recipient.city`	Recipient’s city
#recipient.street	Recipient’s street
#recipient.houseNumber	Recipient’s house number
`#recipient.phone`	Recipient’s phone number
`#recipient.email`	Recipient’s email
#recipient.socialNetwork	Recipient’s LinkedIn

Macros

Helper variables

#macros.todaysDate	Inserts the current date
#macros.dearCustomer	Inserts a gender-specific greeting: “Dear Mr. Maier” OR “Dear Ms. Maier”.

Conditions in document templates

Using conditions is one of the most powerful features in Leadtime’s document templates. With them, you can make text sections show up only under certain circumstances in a final document. This way, the same template works flexibly for different scenarios – and you don’t have to manually adjust it yourself.

What are conditions?

Conditions are rules that work with variables inside the document.

Only if the set condition is met, the related text block will be shown when you create the document.

If it is not met, that section in the final document will be invisible.

In this example, an advance payment clause is only added to the contract if the custom variable “advancePayment” is set to “Yes”. This way, when you create a contract, you can decide if a specific customer needs to pay in advance – no need to change the contract wording yourself.

Insert condition

To add a condition to the document, do the following:

Open the editor of the document template you want.
Place the cursor at the spot where you want to add the condition.
Open the menu via / or using the context menu.
Select the block “Condition”.
In the dialog, set the following points:
- Which variable should be checked?
- Which operator will be used? (e.g. “is equal”, “is greater than”, “contains”, etc.)
- Compared to which value should it be?
Then enter the text block that should show up if the condition is met.

Available condition types

Depending on the variable type (text, number, selection), different operators are available to you:

is equal to (e.g., when language = “English”)
contains (e.g., for checkbox selections)
is greater than / less than (e.g., for durations or quantities)
is not empty (e.g., when a value has been entered)

Multiple conditions can be linked with AND or OR.

Automatic numbering from section headlines

The document template system in Leadtime supports automatic numbering for headings. This feature makes sure that headings in the final document are numbered correctly and consistently, without users having to take care of numbering manually.

Why is this important?

Since Leadtime also works with conditional sections — so, text blocks that only show up when certain conditions are met — manually numbering the headings would be error-prone. For example, if a condition changes the order or the number of chapters, a manually managed numbering could become inconsistent or even misleading.

Automatic numbering makes sure the logical structure of the document is always represented correctly — even when sections get shown or hidden because of conditions.

How it works

When editing a document template, the user can pick the desired numbering style under the menu item Heading Style. The following options are available:

Headings without numbering

The chosen heading levels (H1, H2, H3…) are shown visually only, with no automatic numbering.
Sequential numbering from the first level

Each heading automatically gets a running number:
- 1. Heading 1
- 1.1. Heading 2
- 1.1.1. Heading 3 Perfect for structured documents with numbered chapters and subchapters.
Sequential numbering from the second level

The first heading level (H1) stays without a number, automatic numbering starts with H2:
- Heading 1
- 1.1. Heading 2
- 1.1.1. Heading 3 Handy if you want, for example, a cover page or introduction without numbering.
Sequential numbering with §-prefix starting from level 2

Same as above, but with a paragraph sign as prefix:
- § 1. Heading 2
- § 1.1. Heading 3 Especially great for legal documents or terms and conditions.

This feature ensures that even with complex, dynamically generated documents a correct structure and orientation is maintained for the reader.

Document templates are used in projects: Projects – Documents tab (Single projects only)