You set up the contracting template and attachment libraries in Mews Operations before generating contracts through the DocuSign integration. You do this to prepare reusable templates and attachments for long-stay agreements. You usually complete this setup when your property starts using DocuSign to automate document creation and signature tracking. You can access both libraries in the Contracting section under Property settings or through the Search bar in Mews Operations. 

 

Note: You need property admin rights to access Property settings and manage contracting libraries. 

 

In this article, you can learn about: 

• Setting up the template library 
  • Understanding template mapping 
• Setting up the attachment library 
• Managing template statuses 

 

Setting up the template library 

The template library connects your DocuSign templates to Mews so you can generate and send contracts directly from Mews Operations. 

To set up your template library: 

1. In Mews Operations, 
   • Use the Search bar and type Contracting, then select Template library, or 
   • Go to Main menu  > Property settings > Sales > Contracting > Template library. 
2. Click Add template. 
3. Enter a custom name and description. 
4. Select the services that use this template, for example, long-stay agreements. 
5. Choose a linked DocuSign template from your connected DocuSign account. 
6. Select a language to define date formats and other localized fields. 
7. Click Save. 

Note: Make sure your templates are fully configured in DocuSign before linking them to Mews. Define roles, recipients, and fillable fields such as first name, last name, and signature. 

 

Understanding template mapping 

After linking a DocuSign template to Mews, you need to verify that its fields map correctly to Mews data. Template mapping ensures that all relevant guest and reservation details in Mews automatically populate the corresponding fields in the DocuSign document. 

 

For example, fields like guest first name, arrival date, departure date, and service name in Mews are matched to their equivalents in the DocuSign template. 

 

This mapping process allows you to: 

• Automatically fill contracts with accurate guest and booking details. 
• Reduce manual editing in DocuSign. 
• Maintain consistency between your property’s operational data and signed documents. 

Note:

• If you add new fields to a DocuSign template, you may need to review and update the mapping in Mews to maintain correct data synchronization. 

• When you set up a template in Docusign, ensure you name each field in the Data Label section, found on the right-hand side of the screen. These names show in Mews and make it easier to map to the Mews data source correctly.

 

You can now generate contracts automatically using your mapped and saved templates. 

 

Setting up the attachment library 

The attachment library stores reusable documents that you often include with contracts, such as house rules or codes of conduct. 

 

To set up your attachment library: 

1. In Mews Operations, 
   • Use the Search bar and type Contracting, then select Attachment library, or 
   • Go to Main menu  > Property settings > Sales > Contracting > Attachment library. 
2. Click Add attachment. 
3. Select and upload a document file from your device. 
4. Add a custom name, description, and select relevant services. 
5. Click Save. 

 

Note: Attachments do not require signatures or editable fields. They are static documents you can attach to contracts as needed. 

 

You can now easily reuse your uploaded attachments when generating contracts. 

 

Managing template statuses 

After connecting your DocuSign templates, Mews automatically tracks their status: 

• Active: The template is correctly linked and ready for use. 
• Needs review:The linked template was updated in DocuSign and requires confirmation or additional mapping of newly added fields. 
• Unavailable: The linked template was deleted in DocuSign. Documents you previously generate from a deleted template remain available in Mews, but new documents cannot be generated from it. 

 

Note: If a template becomes unavailable, remove it from the library and add a new one. 

 

You can now ensure all your templates stay synchronized with DocuSign for seamless contract generation. 

 

You can learn more in the help article about how to generate and manage contracting documents for the DocuSign integration in Mews Operations.