Save Time with Document Templates and Merge Fields

Drafting the same types of documents over and over—engagement letters, status updates, court filings—eats hours every week. Copy-pasting client names and case details is error-prone and tedious. Document templates with merge fields turn that workflow into a few clicks: pick a template, choose a case, and generate a filled document ready for review.

Here's how to use them effectively.

What Are Merge Fields?

Merge fields are placeholders in a Word document (.docx) that get replaced with real data when you generate a document. In MyLawyerLink, you use double curly braces: {{field.name}}.

For example:

• {{client.firstName}} becomes "Maria"
• {{case.title}} becomes "Smith v. Jones"
• {{case.filedDate}} becomes the formatted filing date

When you generate a document from a template, the system finds each placeholder and substitutes the current case and client data. No manual find-and-replace, no risk of leaving "[CLIENT NAME]" in the final draft.

Available Merge Fields

MyLawyerLink supports merge fields for the main entities tied to a case:

Client fields

Use these for letters, engagement agreements, and any client-facing text:

Field	Example
{{client.firstName}}	Maria
{{client.lastName}}	Garcia
{{client.email}}	maria.garcia@email.com
{{client.phone}}	(555) 123-4567
{{client.address}}	Full formatted address

Case fields

Use these for captions, status letters, and court documents:

Field	Example
{{case.title}}	Smith v. Jones
{{case.caseNumber}}	2024-CV-12345
{{case.filedDate}}	Formatted filing date
{{case.caseType}}	Civil Litigation
{{case.description}}	Case description (if set)

Attorney and firm fields

Use these for signature blocks and letterhead context:

Field	Example
{{attorney.name}}	Jane Smith, Esq.
{{attorney.email}}	jane@lawfirm.com
{{firm.name}}	Smith & Associates
{{firm.address}}	Firm address

Check Document Merge Fields in MyLawyerLink help or docs for the full list. Once you know the field names, you can drop them into any .docx template.

Creating a Template

1. Create a normal Word document with the text and structure you want (letterhead, paragraphs, signature block).

2. Insert merge fields where data should go. For example:

   Dear {{client.firstName}} {{client.lastName}},
   
   Re: {{case.title}}, Case No. {{case.caseNumber}}
   
   This letter confirms our representation in the above matter, filed on {{case.filedDate}}.
   
   Sincerely,
   {{attorney.name}}
   {{firm.name}}
   

3. Save as .docx and upload the file as a document template in MyLawyerLink (Cases → case → Documents, or your team’s template library if you use one).

4. Generate from a case when you need a new document: select the template, pick the case (and thus the client), and download or save the generated file. All placeholders are replaced with that case’s data.

Best Practices

Use consistent naming

Stick to the exact field names (e.g. {{client.firstName}}, not {{client.first_name}}). Typos or wrong names won’t be replaced and may appear in the output.

Preview with real cases

Generate a test document from a real case before using a template in production. That way you can confirm formatting (e.g. long names or addresses) and that optional fields don’t leave awkward blanks.

Keep templates generic

Write one template per document type (e.g. engagement letter, status update). Use merge fields for anything that changes by case or client so you don’t need separate templates for each matter.

Version control

When you change a template, upload a new version or note the change. That helps avoid confusion when multiple people use the same template.

Where This Fits in Your Workflow

• New matters: Generate engagement letters and fee agreements as soon as the case is set up.
• Ongoing representation: Use status update or cover letter templates for filings and correspondence.
• Court and opposing counsel: Use case and attorney/firm fields for captions and signature blocks.

Document templates with merge fields don’t replace your judgment—they remove the repetitive typing and copying so you can focus on the substance. Set up a few core templates for your most common documents and you’ll save time and reduce errors on every use.

Ready to streamline your document drafting? Sign up for MyLawyerLink and upload your first template from a case’s Documents section.