Create a note template

A note templateTemplate A reusable feed post, form, e-sign, note or task kept in the Library and copied onto cases. is a document your team starts notesNotes Internal notes on a case that only people whose role allows it can see; clients can't see them unless the firm changes that. from on a case, such as a representation letter. You set it up once, with fields that fill in the client's name, your firm's details and the case's Tag IDTag ID A permanent label you give a case, such as rear-end-2026, also shown as Reference ID and used in imports..

1. 1

   Start the template

   In Library › Note Templates, choose NEW. In Add Note, fill in:

   • Title, such as Representation Letter. Use letters, numbers, spaces and dashes.
   • Who can use this template?: the roles that can start a note from it on a case, such as Staff. Notes made from it start out visible to these roles.

   Choose SAVE.

2. 2

   Add the document

   Add a new page opens. Choose From Upload and pick a PDF or Word file, such as your letterhead, or choose Blank page. A Word file is converted to PDF first, which takes a moment. A template holds one document, which can't be swapped once it's ready.

3. 3

   Add fields that fill themselves

   Use the builder's field tools to draw a text box wherever a detail goes. Click a box, choose Field Logic, pick the detail under Prefill data, such as ${clients.primary.full_name} for the client's name, and choose Save. See Prefill form fields with client and case details for every detail you can use. Leave other boxes empty for your team to fill in.

4. 4

   Check and close

   Choose Preview to see the document without the tools, and Edit to go back. Your changes save as you go, and "All changes saved!" shows after each. If a save fails, the builder says "Your latest changes couldn't be saved." Choose Retry; it also tries again when your connection comes back. Closing while a save has failed offers Retry or Leave anyway. Choose Close when you're done.

5. 5

   Attach files

   To add files that come with every note made from the template, such as a fee schedule, choose Manage attachments on its row. In Edit Media, choose + to add files, several at once if you like, and × to remove one, then SAVE. If a file can't be saved or removed, a message says so and the window stays open; choose SAVE to try again.

6. 6

   Publish it

   When the template's Status reads Ready, switch on Published.

What happens next

Staff start a note from the template on a case under Notes, with New then Templates; see Add an internal note to a case. The note gets the template's title, document and files, and its Visibility starts with the template's roles. Its fields fill in with the case's details and that day's date, and keep them; anyone who can edit the note can change a value.

A welcome rule can add the note when someone joins a case; see Welcome clients automatically when they join a case. Only the template's roles, and staff, can read the notes it adds. Nobody is notified when a note is made.

Your hub starts with a Case Representation Letter, already published. To adapt it, duplicate it.

If something goes wrong

• SAVE stays greyed out. Fill in the title and Who can use this template?.
• "We couldn't convert this document. Please attach a different file to continue." Attach another file, such as a PDF. See Fix a document that won't convert.
• Published is greyed out, with "Please upload a document first". Choose Edit Note on the template's row and add the document.