PatternBuilder Resources for NetDocuments: Your Complete Guide

PatternBuilder is NetDocuments’ powerful document automation tool that transforms how law firms create and manage documents. Whether you’re generating client engagement letters, contracts, court filings, or any other repetitive legal documents, PatternBuilder streamlines the process while maintaining accuracy and consistency.

This comprehensive resource guide will help you get started with PatternBuilder, from installing the Word plugin to creating your first automated document templates.

What is PatternBuilder?

PatternBuilder is a document and workflow automation solution natively integrated into the NetDocuments platform. It allows legal professionals to:

• Automate document template creation without writing code
• Build guided interviews that capture client information
• Use conditional logic to generate customized documents
• Create document packages with multiple related files
• Maintain formatting consistency across all generated documents
• Reduce manual data entry and minimize errors

Important: Your firm must purchase PatternBuilder from NetDocuments to access this feature. If you’re unsure whether you have PatternBuilder installed, please visit this site.

List of PatterBuilder Enhancements: https://support.netdocuments.com/s/article/PatternBuilder-Update-Notes

Part 1: PatternBuilder Set up

To use PatternBuilder, you will need to do the following steps:

Step 1: Set up the PatternBuilder Service Account

See: https://support.netdocuments.com/s/article/NetDocuments-PatternBuilder#Enable

Step 2: Installing the PatternBuilder Plugin for Word

The PatternBuilder Word plugin enables you to insert variables and build templates directly within Microsoft Word. There are two deployment methods available depending on your firm’s needs.

Method 1: Individual User Installation

View detailed installation instructions.

Method 2: Central Deployment via Office 365

For IT administrators managing multiple users, centralized deployment ensures the PatternBuilder plugin is automatically available to all designated users without requiring individual installations.

View detailed central deployment instructions.

Part 2: Creating your first PatternBuilder Document (This is called an App)

See: https://support.netdocuments.com/s/article/NetDocuments-PatternBuilder#AppBuilder

Step 1: Access PatternBuilder through the NetDocuments Admin Console

Step 2:  Click Create app

Step 3: Give the App a Name and choose what cabinet it should be used in

Step 4: Fill out the following information

An Apps tab app will appear in the global apps tab on the web and can be run directly from the NetDocuments website within a cabinet and/or workspace.
A Word add-in app can be run from the NetDocuments Word add-in. The toggle below the Word add-in option, “Require user to select text,” is only available when the Word add-in is selected. When enabled, this setting requires that the app run only when the user has text selected in the document. The selected text feeds the app information so that it can run.

A Background app (available only to customers with ndMAX) allows administrators to automate tasks based on changes to data tables. Note: In future updates, Background Apps will run off additional triggers. These apps run in the background, triggering specific actions without requiring direct user interaction. Background Apps help automate workflows, such as sending notifications or updating records. A background app operates differently from an Apps tab app or a Word add-in app because all actions occur behind the scenes. We recommend building an Apps tab and/or a Word add-in app first. Learn more about Background apps here.

Lastly, select whether your application will be a workspace app. This is only available for the Apps tab and Word add-in apps/ To enable the app as a workspace app, click the toggle. When an app is designated as a workspace app, it must use information from a NetDocuments workspace to achieve its intended outcome. For example, a workspace app could automatically populate a client document template based on the profile attributes assigned to that workspace. Click here to see what end-users will see when running a workspace app.
If you choose to designate your app as a workspace app, you will be prompted to verify your choice in a dialog box. Click OK to dismiss the notification.

Part 3: Creating Answer Pages (Guided Interviews)

Answer pages, also known as guided interviews or questionnaires, are forms that collect user input before generating documents. These forms guide users through a series of questions, and their answers populate the variables in your document templates.

See: https://support.netdocuments.com/s/article/NetDocuments-PatternBuilder#BlocksTab

Answer pages serve as the data collection interface for your automated documents. When someone needs to generate a document:

1. They access the answer page through NetDocuments or a shared link
2. They complete the questionnaire, answering questions about the matter, client, or transaction
3. PatternBuilder uses its responses to populate variables in the template
4. A customized document is generated automatically

Key Features of Answer Pages

Question Types: PatternBuilder supports multiple question formats, including:

• Text fields (short answer and long text)
• Number fields (with calculation capabilities)
• Date pickers
• Dropdown menus and multiple choice
• Yes/No questions
• File uploads

Conditional Logic: Show or hide questions based on previous answers. For example, if someone answers “Yes” to “Is this a corporate client?”, additional questions about corporate structure can appear automatically.

Validation Rules: Ensure data quality by requiring specific fields, validating email addresses, or enforcing minimum/maximum numeric values.

Page Organization: Break long questionnaires into multiple pages or sections to improve the user experience.

Custom Branding: Adjust colors, logos, and styling to match your firm’s brand identity.

Building Your First Answer Page

1. Add questions to your answer page:
   • Click “Add Question” or “Add Page Block”
   • Select the question type that matches your data needs
   • Enter the question text that users will see
   • Configure any validation rules or default values
2. Organize the flow:
   • Drag and drop questions to reorder them
   • Group related questions into sections
   • Add conditional logic to show/hide questions
3. Test your answer page:
   • Use the preview function to see the user experience
   • Complete the questionnaire to ensure logic works correctly
   • Make adjustments as needed

Best Practices for Answer Pages

• Keep questions clear and concise – Users should understand precisely what information is needed
• Use logical grouping – Related questions should appear together
• Provide helpful hints – Add tooltip text to explain complex questions
• Set appropriate defaults – Pre-populate common answers when possible
• Test thoroughly – Complete your questionnaire multiple times to catch any issues
• Consider mobile users – PatternBuilder answer pages are mobile-friendly, so design with all devices in mind

Part 4: Inserting Variables into Word Document Templates

See: https://support.netdocuments.com/s/article/NetDocuments-PatternBuilder#WordTemps

Variables are placeholders in your Word documents that PatternBuilder replaces with actual data from answer pages. Mastering variables is key to creating powerful automated templates.

Understanding Variables

A variable represents a single piece of information that will be inserted into your document. When you insert a variable into a template, you’re creating a connection between a question on your answer page and a location in your document.

Common Variable Types:

• Text variables: Client names, addresses, descriptions
• Number variables: Dollar amounts, quantities, percentages
• Date variables: Signing dates, deadlines, filing dates
• Calculation variables: Computed values based on other variables
• List variables: Repeated items like party names or asset lists

How to Insert Variables in Word

Using the PatternBuilder Word plugin:

1. Position your cursor where you want the variable to appear in your document
2. Open the PatternBuilder panel in Word (from the NetDocuments add-in)
3. Select “Insert Variable” from the plugin menu
4. Choose the variable you want to insert from your answer page questions
5. The variable appears in your document, typically shown in a different color or with special formatting

The variable will display as {{variable_name}} or similar notation in your template, and will be replaced with actual data when the document is generated.

Advanced Variable Techniques

Conditional Text: Insert text that only appears if certain conditions are met. For example, include a paragraph about corporate structure only if the client is a corporation.

Repeating Content: Create lists or tables that expand based on the number of items entered. Perfect for listing multiple parties, assets, or terms.

Calculated Fields: Perform mathematical operations on variables. Calculate totals, percentages, interest, or other computed values automatically.

Date Formatting: Display dates in various formats (MM/DD/YYYY, Month Day, Year, etc.) to match your document style.

Text Formatting: Apply bold, italic, or other formatting to variables, which will be preserved in the generated document.

Variable Best Practices

• Use descriptive names – client_full_name is better than name1
• Be consistent – Use the same variable for the same information throughout a template
• Test with edge cases – Try long names, special characters, and blank fields
• Format carefully – Ensure proper spacing and punctuation around variables
• Consider plural vs. singular – Account for single items vs. lists

Part 5: Create Data Tables to Save and Reuse Customer Information

Data tables are one of PatternBuilder’s most powerful features, transforming it from a simple document automation tool into a comprehensive workflow and data management platform. Data tables allow you to collect, store, organize, and reuse information across multiple documents and workflows.

What Are Data Tables?

Think of data tables as structured databases within PatternBuilder that store information for future use. Unlike traditional document automation, where data is collected once and used immediately, data tables enable you to:

• Store client and matter information for reuse across multiple documents
• Maintain databases of frequently used information (opposing counsel, expert witnesses, standard terms)
• Track workflow progress and status updates
• Build repositories of reusable content, like contract clauses or legal descriptions
• Integrate with external systems via API connections to law practice management software

Why Use Data Tables?

Data tables solve several common challenges in legal practice:

Eliminate Repetitive Data Entry: Enter client information once and reuse it across dozens of documents. No more copy-pasting addresses, party names, or matter details across multiple templates.

Maintain Centralized Databases: Create firm-wide databases of standard information accessible to everyone. For example, maintain a table of all expert witnesses with their credentials, rates, and contact information.

Enable Complex Workflows: Track multi-step processes where different people need to add information at different stages. A new client intake process might involve the receptionist, paralegal, and attorney all contributing data to the same table.

Support Dynamic Content: Automatically pull information from tables into documents based on selections or conditions. Choose a client from your table, and all their information populates throughout your document.

Integrate External Data: Connect your law practice management system, CRM, or other databases to PatternBuilder data tables via an API to ensure data remains synchronized.

Additional Resources

NetDocuments Support Documentation

NetDocuments maintains comprehensive support articles for PatternBuilder users:

• PatternBuilder Overview
• Variable Types Documentation
• Question Types Guide
• Page Block Types
• Working with Lists
• Data Tables