Customer Guide: Smarter Drafter Tenant Copy Process

About this Guide

This guide explains how the Smarter Drafter team manages the secure and reliable copying of data, forms, and automation logic between customer environments — for example, from a Sandbox (test) environment to Production, or between firm tenants.

Our goal is to ensure your firm’s information remains protected and consistent throughout the process. Every copy follows a controlled series of checks and validations to confirm that your content is complete, up to date, and functioning exactly as intended before being made available to users.

While the process itself is highly technical, this document focuses on what matters most to you: confidence that your tenant copy is performed safely, tested thoroughly, and tracked at every stage.

Objectives and Scope

Each tenant copy begins with a request from your firm and is then fully managed by the Smarter Drafter Support team. Our goal is to ensure that any transfer of data, forms, or automation logic between your environments — such as from Sandbox to Production — happens safely, accurately, and with minimal disruption.

Specifically, this process is designed to:

• Maintain integrity and reliability: Your data and automations remain consistent and fully functional after the copy.
• Ensure accuracy: Every change is reviewed, validated, and tested before being made available to users.
• Minimise disruption: Copies are scheduled and performed to avoid interference with your team’s work.
• Provide transparency: Each request is logged and tracked with a release identifier for easy reference.
• Keep your data safe: Backups and rollback procedures are in place before any deployment.

The Smarter Drafter Support team coordinates every step and confirms completion once the copy is successfully verified.

Roles and Responsibilities

Tenant copy requests involve collaboration between your firm and the Smarter Drafter Support team. Each has a clear role to ensure the process runs smoothly and securely.

Copy Process

Every tenant copy follows a controlled process to ensure your data and precedents are transferred safely and accurately between environments.

1. Request and Approval

When your firm requests that customer-created precedents be copied between environments, the process begins once approval is confirmed by your nominated Content Owner. 

To initiate the copy, an Update Notification is submitted to the Smarter Drafter Support team through a HubSpot Support Ticket. This ticket serves as the formal request and must include a Customer Precedent Update Summary Form, which outlines:

• The precedents or items to be copied
• A summary of the changes and rationale
• Confirmation that pre-copy testing has been completed
• The proposed post-copy testing and deployment schedule

Once received, the Support team reviews the request, confirms readiness, and schedules the copy activity in coordination with your firm. The Support ticket is then updated to store the Customer Precedent Update Summary Form and track all related communication. Throughout the process, the Support team keeps you informed of progress and key milestones by email.

1. What Happens Next (Internal Process Summary)

Behind the scenes, Smarter Drafter follows a structured series of checks and validations before, during, and after the copy:

• Pre-copy verification: The Support team checks that both environments are stable, accessible, and backed up.
• Controlled copy: The copy is performed by authorised team members using secure internal tools.
• Validation: The copied content is reviewed to ensure all items and logic function as expected.
• Record keeping: The Support ticket is updated with confirmation details and retained as the complete record of the process.
• Customer confirmation: Once validated, you’re invited to review and confirm the successful outcome before it’s finalised.

This process ensures that every copy is traceable, tested, and fully recoverable — giving your firm complete confidence that changes are deployed safely and consistently.

Rollback and Recovery

If an issue arises after a tenant copy, Smarter Drafter has a clear recovery process in place to protect your data and restore system stability quickly.

Before any copy begins, a recent backup of your target environment is confirmed and securely retained.
If a problem is detected during or after deployment:

1. The issue is logged and investigated by the Smarter Drafter Support team.
2. The affected environment can be restored from the verified backup, returning it to its pre-copy state.
3. Once resolved, the copy is re-attempted following the same controlled process.

All recovery activity is tracked through the same Support ticket, ensuring full visibility and clear communication with your firm throughout the process.

Documentation and Continuous Improvement

For every tenant copy, Smarter Drafter maintains a complete record of the process - including your original request, approvals, the Customer Precedent Update Summary Form, validation notes, and final confirmation.

These records are retained within the Support ticket for transparency and future reference.

Following each completed copy, the Smarter Drafter Support team reviews the activity to identify any opportunities to refine the process and further improve reliability, security, and communication with our customers.

Download Help Guide

Download Customer Precedent Update Summary Form