---
title: Creating a Document Template
slug: portal-sub/creating-a-document-template
docTags:
createdAt: 2026-03-04T12:03:14.113Z
---
# Article Overview
**Audience:** Administrator/Clinician
**Summary: **This article provides step-by-step instructions for creating new document templates.
# Creating a Document Template
Follow these steps to create a document template. Document templates allow you to create new documents quickly and easily.
### Step 1: Navigate to the document templates
From the menu bar, go to **Maintain/Templates/Documents**. The **Document Templates **window appears.
### Step 2: Select the document category and then New.
1. Click on the required category in the left panel.
2. Then, click **New **on the Template toolbar. The **Document Template - New **window appears.
:::hint{type="info"}
**Note: **Document templates can be created using Profile's built-in letter editor or MS Word. This depends on whether or not the *Use Word as Letter Editor *checkbox in the **General Preferences/Letters** tab is ticked.
:::
:::hint{type="info"}
**Note: **If your organisation uses Profile for iPad and this document template needs to be used on iPad, then it should be created in HTML format. This is done by clicking on the down-pointing arrow next to the **New **button and selecting *New HTML Letter*. Creating an HTML template is the same as creating a standard one; however, formatting features in HTML templates, for example tabs, are limited. This is due to HTML limitations, not Profile. Contact us for more information on using Profile for iPad.
:::
### Step 3: Enter the required information
1. In the **Document Template - New** window, in the **Information and Recipients **panel, enter the required information. Use the field descriptions below as a guide.
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:::hint{type="info"}
**Note: **If the **Information and Recipients** panel is not showing, click the Information and Recipients button in the toolbar to bring it up.
:::
**Information and Recipients Panel Field Descriptions**
| Field | Description | |
| ------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------ |
| **To** | The recipient of the letter. You can choose the template's recipient to be the patient, internal or external providers, referrers or any member of the patient's care team.
*Either:*
1) Click on the **To** button.
2) Select the required recipient from the selection box.
3) Click **OK**.
*or:*
1) In the drop-down list adjacent to the **To**button, select a category:
- **Patient**
- **Internal** provider
- **External **provider
- **Unknown** (if you wish to specify the recipient's category later)
2) Click in the adjacent box and click the ellipsis if you wish to select a specific recipient.
3) A selection box appropriate to that category appears; choose the required individual from the selection box.
4) Click **OK**. | |
| **POS** | The Place of Service of the recipient, if relevant. | |
| **Copies to ...** | If you wish to add recipients beside the main one, click this button to open the 'Copies to...' window where you can do so.
In the** For a Care Team Role include members** field, select the required option from the drop-down menu to determine what should happen if, when the template is applied, the patient has more than one team member for the role(s) added below, for example two 'referring providers'. Choose:
* 'Principal only' to bring through a single care team member, the one marked as principal or the most recent if none is marked as principal.
* 'Most recent only' to bring through a single care team member, the most recent (ignoring whether they are 'principal' or not).
* 'All active' to bring through all active persons in the care team role (i.e., no close date, no inactive flag set, this can be 0 to potentially many).
Use the appropriate action button:
* **New** - Add a recipient. The procedure for doing so is essentially the same as that for the **To** button described above.
* **Alter** - Edit the selected recipient.
* **Delete** - Remove the recipient from the list.
* **Close** - Exit the list of additional recipients.
When clicking on **Print**, a copy if the letter is printed for each additional recipient, preceded by a cover page, as defined in **General Preferences/Letters** tab, 'CC: cover page' field.
**Tip**: The **Copies to** button always shows the current number of additional recipients for this letter. For example: "Copies to (1) ..."
**Tip**: You can use «Letter.Letter.cc» print variable in a letter or template to insert name and address of 'Copies to' care team members . | |
| **Prov** | The provider this letter will be saved under. It can be left blank here, but will be mandatory when this template is used as a letter. | |
| **POS** | The POS (Place of Service) for this letter. | |
| **Date** | The date for this letter. | |
| **Subject** | The name that the letter will be saved under. | |
| **KeyWords** | An optional list of keywords to make it easier to search for the document later. | |
| **Category** | The template's category. Options in this field are short codes of type 'Document Category'. Using categories in documents allows you to group by category in the Documents view of Medical Record or Case, as well as filter by them in the same views. | |
| **Reason** | The reason for which the template exists.
Examples: *Consultation* or *Referral*. |
|
| **Privacy** | Select a default privacy for the template. This privacy is applied to the template wherever it is used. The privacy applied is also indicated in the **Document Templates** view, as shown in Step 1.
If a user does not have access to the applied privacy for the template then the template is not available for selection, including in an encounter; instead, it is greyed out.
If you try to set a privacy role for which you do not have access yourself, you will not be able to use the template yourself once it has been created. You will be warned of this under such circumstances and asked whether you want to proceed.
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**Note**: The **Privacy **option is available from version 10.0.11 onwards. |
|
| **Save on Printing** | Check this box if you wish the letter to be automatically saved when you print it. | |
| **Include Letterhead** | Check this box if you wish to insert a letterhead. | |
| **Use custom printer settings** | Check this box if you want this letter to have printer settings that differ to those set in the Printer Preferences for all letters. You will then need to click on **Printer Setup** and enter the required settings, as described below. | |
| **Printer Setup** | This button is enabled only when the **Use custom printer settings** box is checked. It allows you to change the following settings for this specific letter:
* Paper orientation
* Paper size
* Margins
**Note**: If you wish to change the default settings for *all* your letters, go to **Organisation / Preferences / Printer**, **Report **tab and specify the required settings for the Letter report, or change them in the **Print Setup **dialog box, if your preferences are set up to always bring this up before printing. | |
| **Template** | By clicking on this button, you will be able to select and switch to an existing template.
**Note**: When selecting a template, any text previously typed or inserted into the letter will be lost. The **To** and **Subject** fields will also change to those of the template. It is therefore advisable, when you use this button, to do so before doing anything else. | |
### Step 4: Enter the publish settings, if applicable
Enter the publish settings in the **Publish **panel, if it is available. Use the field descriptions below as a guide.
:::hint{type="info"}
**Note: **This panel appears only if the 'Show Publish panel' setting is turned on in **General Preferences**, **Letters **tab, and only for document templates that have been set up for publishing to external services.
:::
| Field | Description | |
| ------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | - |
| **Usual Sys** | Select from the drop-down list the external service to which letters based on this template are usually published. Options in this list are shortcodes of type 'Publish To'.
**Note**: The user will be allowed to change the destination service, if needed, at time of publishing. | |
| **Category** | Select from the drop-down list the category of this kind of document. Options in this list are shortcodes of type 'Document Category'. | |
### Step 5: Type the letter
1. Type the letter (or other document, such as a template for printing care plans). Insert data using free text, typing templates, and print variables from the **Insert Data **pane (refer to the next step).
2. Use the document toolbar to format the text as required, to insert pictures or text from other files, or to preview the letter.
:::hint{type="info"}
**Note: **When using Profile as a letter editor, the default tabs are shown in the narrow grey panel under the letter toolbar. To customise these tabs, simply click once on the panel where you want the tab(s) to appear. A short thick black line will indicate that the tab has been set. You can adjust the new tabs by dragging them to a different position. Double-click on a tab again to delete it, or right-click on it and select **Remove tabulate**.
:::
### Step 6: Insert variables, where needed
To insert variables at any time:
1. Ensure the cursor is flashing where the data needs to be inserted.
2. Click the **Insert Data **button.
3. Use the **Insert Data **panel, guided by the panel description below, to search for variables.
4. Click **Insert**, or double-click on the variable, or drag and drop it into the letter.
The buttons at the bottom of the panel determine how the data is displayed and can assist you in finding the required data.
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To search for the information in the **Insert Data **panel:
| Field/Button | Description |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Find ** | Type a key word for the variable you are looking for in this field, then press **Enter **or click **Search, **until you find the required variable.
For example, you can type 'birth' and press **Enter **as many times as required, to find all variables containing the word, e.g., Date of Birth, 'Place of Birth' etc. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/bXPO5Fb1CiKbwT4qTUqzd_egfcf8e0tjsluhjphhdlxibzix54z2ycxa.png" size="10" isUploading="false" initialPath="assets/EgfCf8e0tjslUHjphHDLxIbzIx54z2YCXA.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/EgfCf8e0tjslUHjphHDLxIbzIx54z2YCXA.png" position="flex-start" showCaption="false"}::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/A_ZbqhNiPbac3ex-tCv9b_reoupzm-og6ahhx77jzkwsvsqmzea3ilq.png" size="10" isUploading="false" initialPath="assets/ReOuPZM-Og6aHhX77_jZKWSvSQmZeA3IlQ.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/ReOuPZM-Og6aHhX77_jZKWSvSQmZeA3IlQ.png" position="flex-start" showCaption="false"}
and | Click "+" to display an additional panel above the buttons, showing the data for the selected variable.
Click "-" to hide the panel. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/1mhbZPOKaXijEbIJveQDV_r8yfzvfhy08xgdamra0hnzobow85zmrjw.png" size="10" isUploading="false" initialPath="assets/R8yfzvfhY08X_GdAMRA0HnzoBow85ZMrJw.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/R8yfzvfhY08X_GdAMRA0HnzoBow85ZMrJw.png" position="flex-start" showCaption="false"}
**Collapse variable tree** | Click this button to only display the root nodes. You can then click on the "+" symbol next to the relevant node to expand it, and show the required variable(s). |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/FbYHD2nZc5wCWRvVPcRtR_8ftlwyu486tsqnqq6ym058cesfaikj4jdq.png" size="10" isUploading="false" initialPath="assets/8fTLWYu486tSQnQQ6YM058CEsFAikJ4jDQ.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/8fTLWYu486tSQnQQ6YM058CEsFAikJ4jDQ.png" position="flex-start" showCaption="false"}
**Expand variables tree** | Click this button to display all nodes and subnodes expanded. You can then use the scroll bar within the panel to move up and down and find the required variable. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/V45QWA4H10mD9R1vwY-Vk_hp523l8xah4lyuazsfih5barsdvvtffh3a.png" size="10" isUploading="false" initialPath="assets/HP523L8Xah4lYUAzSfIh5bArSdVVTFfh3A.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/HP523L8Xah4lYUAzSfIh5bArSdVVTFfh3A.png" position="flex-start" showCaption="false"}
**Show only used items** | Click this button if you only want to display previously used variables and nodes. Click on it again to display all.
**Note**: Previously used items are preceded by a green circle. Items that have never been used before have a grey circle instead. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/ay8yqiBCgJYop9a_XozU4_pko1ksvmjskd4svy6s39eftdyhsrfsys3a.png" size="10" isUploading="false" initialPath="assets/pko1kSvmJsKD4Svy6s39efTDyhsrFsyS3A.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/pko1kSvmJsKD4Svy6s39efTDyhsrFsyS3A.png" position="flex-start" showCaption="false"}**Reload variables tree** | Click this button to reload the variables tree, as if opening the tree for the first time. |
:::hint{type="info"}
**Tip: **Once you have determined in which way you generally want this panel to display, you can use **Set Defaults **to hold your required settings.
:::
### Step 7: Use the available options on the document toolbar
On the document toolbar, click any of the following options, as required:
| ### Toolbar option | ### Action |
| -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/WssljjcSK9BfhXmo2ctSY_vpcjfuayvroush3efpuom5fwb50k1d3pya.png" size="10" isUploading="false" initialPath="assets/VpcjfuayvROusH3EFpuOm5fWb50k1d3pYA.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/VpcjfuayvROusH3EFpuOm5fWb50k1d3pYA.png" position="flex-start" showCaption="false"} | Save the document. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/RMpJ2b11S9DX0ywGnS2qv_nlcygiiqo9mghlpu7ufonj6ic7u2ej2wq.png" size="10" isUploading="false" initialPath="assets/NLcYgiiqO9MghlPu7uf_ONJ6iC7U2ej2WQ.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/NLcYgiiqO9MghlPu7uf_ONJ6iC7U2ej2WQ.png" position="flex-start" showCaption="false"} | Print the document. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/XEjAdlpYRpPT6P5GRE6yj_7shiaumitvmmq8nnwypg5orellml4bzzq.png" size="10" isUploading="false" initialPath="assets/_7sHIAuMitvMMq8NnWYpG5ORellml4BzzQ.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/_7sHIAuMitvMMq8NnWYpG5ORellml4BzzQ.png" position="flex-start" showCaption="false"} | Fax the document |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/LrCe07VncSZAo99h4M3LA_stzfbh5hqdneazj9u150k8snncr3xtvnvw.png" size="10" isUploading="false" initialPath="assets/stZfBH5hqdNeaZj9U150K8sNnCr3XtVNvw.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/stZfBH5hqdNeaZj9U150K8sNnCr3XtVNvw.png" position="flex-start" showCaption="false"} | Display the **Information and Recipients** panel. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/JGotwBfwjt8czUQKi8prw_tj7lixpxkxeszjckjtavqgfnvvi4youobw.png" size="10" isUploading="false" initialPath="assets/Tj7lIXpxKxeSzJckJTaVQgFNVVI4YouoBw.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/Tj7lIXpxKxeSzJckJTaVQgFNVVI4YouoBw.png" position="flex-start" showCaption="false"} | Display the **Insert Data **tab. |
| ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/o-XhHLzFXcnLAsHpDc13R_se7vojkr4poioymuzu43t9xwk3ufhxypw.png" size="10" isUploading="false" initialPath="assets/SE7voJKr4PoIoymUzu4_3T9XWk3uFhXypw.png" githubPath="en/Documents_ Scanning and Letters/Documents/assets/SE7voJKr4PoIoymUzu4_3T9XWk3uFhXypw.png" position="flex-start" showCaption="false"} | Send out the document as an email attachment, using Microsoft Outlook.
**Note**: You must have an Outlook client which uses your personal email account (not the system one) on your computer in order to use the email button. To use the system email, see the print action. |
Likewise, you can preview, spell check, and format the text in various ways, as allowed by the letter editor you are using.
:::hint{type="info"}
**Note: **The options to send as e-message and to update dynamic print variables are not applicable to templates and are only enabled in letters.
:::
### Step 8: Save and close
When finished, save and close the window.
The process of creating a document template is now complete. You can export your document template to other sites or other computers.
:::hint{type="info"}
**Note: **If the **Organisation Filtering **preference has been turned on (in **General Preferences**), then you will need to ensure that the appropriate document templates are enabled for all the required organisation nodes.
:::
# Learn More
For more information on document templates in Profile, please read the following article:
- [ADMINISTRATION - Importing-Exporting Jaffa Files with Document Templates](docId\:StpHBB5duD9jR4KmsVur0)