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Adding document templates

Configuration Scope: Environment-Specific

This setting is environment-specific and must be configured separately in each environment (dev, test, prod). Changes here will not be included in configuration exports.

Templates

As a system administrator, you can prepare a number of templates and assign them to record types so that users creating and modifying corresponding records can create documents based on those templates.

Adding new templates


To add a template:

  • Go to the appropriate SharePoint site.
  • Open the Document Templates library.
  • Upload a new document.
  • Select the new template and click the Details button in the action panel.

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  • Apply the appropriate properties to the document.
  • Ensure you select the record type(s) the document should appear in.
  • Ensure you select 'Department' in Template Type.

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Template ordering and display in the app

When users open the template dropdown (e.g., in the record wizard or AI document generation), the list is built directly from the SharePoint Document Templates library and is filtered by:

  • Record type: only templates tagged for the current record type are shown.
  • Template Type: only items with Template Type = Department are included.

There is currently no explicit alphabetical sort applied by the API or the client. As a result, the order you see is the raw order returned by SharePoint for that query, which may appear non‑alphabetical.

Practical tips:

  • If a recently added or edited template doesn’t appear, remember server-side results are cached. See Admin Guide → Debugging and troubleshooting → Clear cache.

Document tokens

For instructions on inserting dynamic placeholders (tokens) into Word templates, please see the dedicated guide: Document Token Replacement.

Modifying a Template

  • Click on a document to open and edit it

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  • Within the document, you can reference any record field as a token to substitute that field with the value that belongs to the record

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Note when using tokens: if changes are made to a field in a record, the new value will only appear in the template the user is using on creation - if the user had already modified the template in the record and then changed some field values they won't appear in the document as it was already modified from the original template.

Deleting a Template

  • Tick a template
  • Click Delete

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