Templates

Templates turn a matter's data into finished correspondence and paperwork. This section holds four families of template for the matter type — email, SMS, invoice and document — all built once and reused on every matter. They share the same merge-variable system, so a template written for the type automatically fills in the right names, dates and numbers for each individual matter. Templates power the communications, documents and invoices a fee-earner produces on a matter.

Switch between the four families with the tabs at the top of the Templates section. Each family has its own list with an enabled toggle per template and an add button.

Email templates

The list shows each template's Name, its Recipients (the roles it addresses) and an Enabled toggle. Click a template to edit it, or + Add Email Template to create one.

Editing an email template's recipients, subject and body — An email template's recipients, subject and rich-text body.

In the editor you name the template, choose recipients by role across To, Cc and Bcc tabs, and write the Subject and Body. Addressing by role rather than by person means the same template works on every matter — "To: Client" resolves to whoever is the client on that particular matter. The body is a full rich-text editor with formatting, lists, tables, links and an HTML source view. Drop merge variables such as ${role.Client.first_name}, ${field.Title} and ${role.Attorney.first_name} anywhere in the subject or body to have them filled in when the email is sent.

AI guidance and attachment options on an email template — Optional AI guidance and auto-generated attachments.

Two optional sections finish the template:

AI Guidance — instructions the AI assistant follows when it uses this template to draft content, for example "Summarise each objection raised. Keep the tone professional but accessible."
Document and Invoice Attachments — pick document templates (choosing an output format such as PDF) and invoice templates to be generated and attached automatically whenever this email is used, so the letter and its enclosures go out together.

Inserting variables and find & replace

The Insert variable popover — Browsing and inserting merge variables, grouped by source.

Every template editor has an Insert variable link that opens a searchable popover of available tokens, grouped by source. There are matter tokens such as ${matter_id}, ${title}, ${matter_type} and ${current_step}; a section per role exposing details like ${role.Applicant.display_name} and ${role.Applicant.entity_name}; and one token per field, such as ${field.Filing Date}. Search, then click a variable to drop its token at the cursor.

The Find and Replace Variable tool — Renaming a field's variable across every template at once.

If you rename a field, its merge token changes too. The Find & Replace Variable tool, opened from the Fields toolbar, rewrites the old token to the new one across every email, invoice and document template in one go — enter just the field names (for example, PCT filing date and PCT Filing Date) and it reports how many templates it updated. This saves hunting through each template by hand.

SMS templates

SMS templates work like email but plain-text and short. The list shows each template's Name and Enabled toggle.

Editing an SMS template — An SMS template with recipient roles, message and AI guidance.

In the editor you choose the recipient role(s) under a single To list, write the Message with the same merge tokens (for example, "Hi ${role.Client.first_name}, confirming your PCT application ${field.Application Number} was filed today"), and optionally add AI Guidance.

Invoice templates

The list shows each template's Name, its number of Line Items and an Enabled toggle.

Editing an invoice template — An invoice template's reference, payer role and line items.

An invoice template defines:

Invoice Reference — the reference pattern, which may contain ${…} variables resolved when the invoice is created.
Default Payer Role — the role whose assigned contact is billed (for example, Client).
Line Items — each with a description, quantity and amount. Amounts can be a fixed number or a token such as ${field.Filing Fee}. The gear on each line sets accounting details — account code, tax type and tracking categories — which come from your connected accounting provider.

Document templates

Document templates are Word (.docx) files you upload. The list shows each template's Name, its File and an Enabled toggle, with a download icon per row. Use + Upload Template to add one, or Export All to download every template as a ZIP.

Editing a document template — A document template's generated filename, file and AI guidance.

In the editor you name the template and, with Use Generated Name on, define a Generated Name for the output file using tokens — for example MID${matter_id} Chapter II Demand. You can Replace or Download the underlying .docx, and add AI Guidance for when the assistant generates the document. Inside the Word file itself, use the same ${field.Name}, ${role.…} and ${matter_id} placeholders; they are filled in when the document is generated for a matter.

Tip

Settle your fields and roles before building templates — their names become the merge tokens you insert. If you rename one later, use Find & Replace Variable to update every template at once.