Document Templates

Document Templates are reusable files (for example, Word documents or PDFs) that serve as starting points when users create new documents. Uploading templates ensures consistency across your organization’s documentation.

Open Document Templates

1. On the left sidebar, select Admin.
2. In the admin sidebar under Templates & Forms, select Document Templates.

The template list displays all uploaded templates with their name, description, file size, upload date, and available actions.

Upload a template

1. On the Document Templates tab, select Upload Template.
2. Enter a Template Name (required).
3. Enter an optional Description explaining the template’s purpose.
4. Select the file input and choose a file from your computer.
5. Select Upload Template.

Tip

Use descriptive names that indicate the document type and purpose, such as “SOP Template - Manufacturing” or “Validation Protocol Template”. This makes it easier for users to find the right template.

Supported file formats

The system accepts common document formats:

• Word documents (.docx, .doc)
• PDF files (.pdf)
• Other office formats

Download a template

1. On the template row, select Download.
2. The file saves to your computer with its original filename.

Delete a template

1. On the template row, select Delete.
2. In the confirmation dialog, select Delete to permanently remove the template.

Caution

Deleting a template removes it permanently. Documents previously created from this template are not affected, but new documents can no longer use it. Download a backup copy before deleting.

Practical example: Upload a batch record template

Your production department needs every batch record to start from the same approved format.

1. Open Document Templates in the Admin panel.
2. Select Upload Template.
3. Enter the name “Batch Record Template - Tablet Manufacturing”.
4. Enter the description: “Standard batch record format for solid oral dosage manufacturing, including material reconciliation, in-process checks, and yield calculations.”
5. Select your pre-formatted .docx file that contains the approved section structure, header/footer with document control fields, and placeholder tables.
6. Select Upload Template.

Now when anyone in production creates a new batch record, they select this template and start with the correct structure, headers, and formatting — eliminating formatting inconsistencies and forgotten sections.

Permissions

Action	Required Permission
View document templates	Admin role
Upload templates	Admin role
Download templates	Admin role
Delete templates	Admin role