Manage Legal Documents

Prerequisites:

Access to an administrator account on the Rise Up platform.
Necessary permissions to manage legal documents.

Access Legal Documents

Navigate through the side menu and select 'Legal Documents' then 'View' to visualize and manage existing documents.

You can directly access the editing menu via 'Edit Templates' if you prefer not to display all options in the legal documents section.

Understanding Variables

Variables in legal documents function like storage boxes where you can keep specific information that can be used in multiple places within a document.
Here's how they work and why they are useful:

Concept of Variables: Imagine document variables as small storage boxes with a label (called 'key') and content (called 'value'). For example, if you frequently need to insert a project name in a document, you can store this name in a variable. Thus, if the project name changes, it will automatically update everywhere it's used in the document.

Using Variables: The document variable field is the tool you use to access these storage boxes and display the information they contain. When you set up this field, you tell it which box (or variable) to consult by giving it the name or label of the variable. It then retrieves the stored information and displays it in your document.

Managing Variables: It is important to understand which variables are available for each document template. You cannot copy a variable from one document and paste it into another, as this will not work properly. Each template has its own predefined variables that you can use.

Benefits of Variables: Using variables simplifies the management and updating of information in large documents. It saves time and reduces errors, as you don't need to manually edit every occurrence of information in a given document.

Practical Tips: Make sure to check the available variables in the left menu before using them. If you encounter error messages, use the 'reset template' button to start fresh and ensure the accuracy of your setup.
There are different types of variables that you will find organized by major families. For example, below with the 'training paths' menu and the 'trainings' menu which groups everything related to these themes in the same menu.

Remember that it is not necessary to modify the variables; just copy and paste them as they appear in the left menu. Variables automatically extract information from different sections of the application, depending on the variable family you have selected.

Differences between Certificates and Legal Documents

Before modifying your template, it is important to understand the distinction between legal documents and certificates. Each has a specific purpose, and the modifications you can make to each type differ accordingly.

Legal Documents

Sending Triggers: Legal documents are sent automatically during predefined events, such as the end of a training session. The triggers for these documents are defined and managed automatically, meaning you cannot change these automations in advance in terms of timing or type of triggers.
Customization and Control: You cannot create new types of legal documents. The range and types of legal documents available are pre-established, and you can only choose to use them or not (opt-in/opt-out).

Certificates

Sending Triggers: They are more flexible and can be sent based on criteria you define. For example, you can create a certificate that will be issued when a user has spent a certain number of hours in a particular category. This allows you to better control when certificates are issued.
Customization and Control:You have the ability to create and customize certificates according to your specific needs. This means you can design certificates corresponding to various achievements or criteria important to your organization.
In summary, legal documents are more rigid and governed by predefined rules by Rise Up, whereas certificates offer flexibility and customization, allowing you to tailor them to your specific requirements and preferences.

Customize Documents

First, select the general direction of your strategy in terms of visibility on the platform, depending on the scopes you want to implement internally or externally.

Then, opt for a legal document model from the list of 14 available templates.
Finally, choose the language of your document and customize it using the text tool and incorporating the authorized variables for your document from the left menu.

Keep in mind that while the variables must be fixed and cannot be modified, the rest of the document is very flexible.
You have the freedom to modify the language, style, and even the cells in an intuitive manner until they match the desired model.