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Create consistent documents from approved templates

Templates turn repeatable PDFs and Word documents into reusable drafting resources. Workers and workflows can use them to create documents from structured data, source files, messages, and connected applications.

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When to use a template

Use a template when the output must follow an established structure, layout, or precedent.

PDF templates

Use fixed layouts for forms, applications, and standardized documents.

DOCX templates

Use flexible Word documents with variables, conditions, loops, and reusable clauses.

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Template lifecycle

1

Choose an approved source document

Begin with the version your team is authorized to use. Remove obsolete content and unresolved comments before upload.
2

Create the template

Upload a supported PDF or DOCX file, then review the generated name and description.
3

Configure fields and instructions

Define how source values map into the document and explain when the template should be selected.
4

Test representative data

Include missing optional values, long text, special characters, and each conditional path.
5

Publish

Publish only after the output has been reviewed against the source document.
6

Assign and govern

Add the template only to workers and workflows that need it. Review it again whenever the underlying precedent changes.

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Create a template

Open Templates and select New Template.
  1. Upload a PDF or DOCX source document.
  2. Review the proposed name and description.
  3. Create the template and open its editor.
  4. Add clear usage instructions.
  5. Test the generated document before publishing.

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Write useful template instructions

Instructions help a worker decide when and how to use the template. Include:
  • The document’s purpose
  • When to use it and when not to use it
  • Required source information
  • Field-mapping and formatting rules
  • Optional sections and conditional behavior
  • Escalation requirements for missing or conflicting data
  • The person responsible for reviewing the result
Distinguish similar templates explicitly. For example, explain which jurisdiction, customer type, transaction, or process each template applies to.

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Draft and published states

Use Save while configuring and testing. Publish the template when it is ready to be used by assigned workers and workflows. A saved draft should not be treated as production-ready.

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Use templates with workers

A worker can select an assigned template when the delegated task and template instructions match. It gathers source information, populates the document, and returns the result for review. See Using templates for delegation and review guidance.

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Governance checklist

Before publishing, confirm:
  • The source document is current and approved.
  • Every required field has a defined source.
  • Optional and missing values are handled safely.
  • Dates, numbers, names, and currencies use the required format.
  • Conditional sections have been tested.
  • Generated output preserves the required layout.
  • A human reviewer is identified for business-critical documents.
Templates improve consistency but do not validate the legal, financial, regulatory, or operational suitability of generated content. Apply the review required by your organization.