Templates

The Templates module provides a library of reusable document templates with variable substitution, version management, and usage analytics. Templates streamline document creation by providing pre-approved formats that can be filled with context-specific data.

What You Can Do

• Browse templates — Search and filter templates by category
• Fill variables — Enter values for template variables or auto-fill from existing documents
• Preview content — See a live preview of the generated document with your variable values
• Generate and download — Create the final document and download it
• Compare versions — View differences between template versions
• Create templates from documents — Convert existing documents into reusable templates
• View usage analytics — Track template usage with charts and statistics

---

Browsing Templates

Finding a Template

1. Navigate to Templates from the main menu.
2. Use the Search field to find templates by name.
3. Use the Category filter dropdown to narrow by template category.
4. Templates are displayed as cards showing the template name, category, and version.

Selecting a Template

1. Click on a template card to select it.
2. The template details panel opens, showing:
   • Template name and category
   • Current version
   • Available variables
   • Version history

---

Filling Templates

Entering Variable Values

1. After selecting a template, the Variables section lists all placeholders.
2. Enter a value for each variable in the corresponding input field.
3. Required variables are marked and must be filled before generating.

Auto-Fill from Documents

1. Click the Auto-fill button in the variables section.
2. Select a source document from the dropdown.
3. The system extracts metadata and uses AI to populate matching variables.
4. Review the auto-filled values and adjust as needed.

Tip

Auto-fill works best when the source document closely matches the template’s purpose. For example, use an existing SOP to auto-fill a revised SOP template.

Selecting a Template Version

1. In the version dropdown, select the specific template version to use.
2. Variables and preview update to reflect the selected version.
3. The latest version is selected by default.

---

Previewing and Generating

Live Preview

1. As you fill in variables, the Preview panel updates in real time.
2. Variable placeholders are replaced with your entered values.
3. Unfilled variables remain visible as placeholders so you can identify missing values.

Generating Content

1. Fill in all required variables.
2. Review the live preview to confirm the content is correct.
3. Click the Generate button.
4. The generated document is prepared for download.

Downloading

1. After generation, click the Download button.
2. The document is saved to your local machine.

---

Version Management

Viewing Version History

1. Select a template to view its details.
2. The Version History section lists all available versions.
3. Each version shows its version number and creation date.

Comparing Versions

1. In the version history, select two versions to compare.
2. The comparison view highlights differences between the versions.
3. Added content is shown in green; removed content is shown in red.

Note

Version comparison helps you understand what changed between template revisions, which is especially useful for templates that are updated to meet new regulatory requirements.

---

Creating Templates from Documents

Converting a Document to a Template

1. On the Templates page, click Create from Document.
2. Select the source document from the document list.
3. The system analyzes the document and identifies potential variables.
4. Review and confirm the suggested variable placeholders.
5. Enter a name and category for the new template.
6. Save the template to the library.

---

Usage Analytics

Viewing Template Analytics

1. On the Templates page, navigate to the Analytics section.
2. View a doughnut chart showing template usage distribution by category.
3. View a bar chart showing usage frequency over time.
4. The Recent Usage table lists recent template uses with:
   • Template name
   • User who used the template
   • Date and time of use
   • Output format

Tip

Use the analytics data to identify your most popular templates. High-usage templates should be reviewed and updated regularly to ensure they remain current with your quality standards.

---

Permissions

Action	Required Role
Browse and view templates	Any authenticated user
Fill and generate from templates	Any authenticated user
Create templates from documents	QA_Team, Admin
Manage template versions	QA_Team, Admin

---

Tips

Tip

When creating a new template from a document, review the auto-detected variables carefully. The AI may identify more variables than needed, and some text may be incorrectly marked as a variable.

Tip

Use the version comparison feature before switching to a new template version in your workflows. This ensures you understand all changes and can update dependent processes accordingly.

Caution

Always preview the generated content before distributing it. While templates provide consistency, the final output should be reviewed to ensure the filled variables produce coherent and accurate content.