Document Templates

Document Templates allow administrators to manage file-based templates used for generating communication materials such as letters, notices, and other printable documents. These templates serve as the foundation for consistent, professional document generation across your organization.

Click to enlarge

Overview

The Document Templates interface provides a centralized location for uploading and managing document files used in debtor communications. Unlike email templates that use rich text editors, document templates are file-based assets that can be referenced by the system for letter generation, mail merge operations, and automated document workflows.

Key Benefits

• Centralized Template Storage: Maintain all document templates in one accessible location
• Consistent Branding: Ensure all generated documents follow company standards
• Version Control: Track which templates are in use and update them as needed
• Compliance Ready: Store approved, compliant document formats for regulatory requirements
• Easy Management: Simple interface for uploading, editing, and removing templates

Understanding Your Data

The document templates list displays the following information:

Column	Description
Name	The descriptive name assigned to the template for easy identification
File	The filename including extension (e.g., validation_notice.docx, payment_reminder.pdf)
Actions	Available operations: Edit (pencil icon), Delete (trash icon)

Accessing Document Templates

1. Click the settings icon in the top navigation bar
2. Select Communications from the left sidebar
3. Click on Templates
4. Select the Documents tab

Using This Feature

Uploading a New Template

1. Click the Add button (plus icon) to open the upload dialog
2. Enter a descriptive Name for the template
3. Click to upload or drag and drop a Word document (.docx file)
4. Click Save to add the template to your library

Supported Format

Document templates must be in Microsoft Word format (.docx). Other file types are not supported.

Editing Templates

1. Locate the template you want to modify in the list
2. Click the Edit button (pencil icon) in the Actions column
3. Update the template name or replace the file as needed
4. Click Save to apply your changes

File Replacement

When replacing a template file, ensure the new file maintains the same variable placeholders and formatting structure to avoid issues with document generation.

Deleting Templates

1. Find the template you wish to remove
2. Click the Delete button (trash icon) in the Actions column
3. Confirm the deletion when prompted

Before Deleting

Verify that the template is not currently in use by any active workflows, automation rules, or communication sequences. Deleting a template that is actively referenced may cause document generation failures.

Related Topics

• Email Templates - Manage email communication templates
• Manage Communications - Communication oversight and approval
• Communication Settings - Configure communication preferences
• Automation Triggers - Automate document generation based on events