The Forms tab is only visible to roles that can upload form templates — of
the standard roles, Admin and Manager. A custom role can be given
the Form templates permissions too; see
Roles & permissions.
The Forms tab: your template library, with search, sort, a category filter, and split buttons to create or upload per category.
Form categories
Every template belongs to a category, chosen when you create or upload it. The category decides where the form can be generated and which entity’s data its smart tags draw from:
Quote and Policy templates are also the ones auto-added
forms rules can reference. A template whose
category shows as Unknown has no data scope: it can’t be generated against
an entity and the editor offers no smart tags — assign it a real category in
the editor.
The template list
The list shows every template with its Name, Category, Date Created, and ID — theFM-XXXX form number assigned automatically in
sequence when the template is created. That ID is how other configuration
(like auto-added-forms rules) refers to the template.
- Search filters by name or form number as you type.
- Sort by Alphabetical or Date Created.
- The category dropdown filters to one category, or All categories.
- Selecting a template’s name opens it: an editable document opens in the document editor; a PDF template opens in a preview instead (PDFs aren’t editable — see PDF vs. editable templates).
- Checkboxes + Delete: tick one or more rows (or the header checkbox for all) and a Delete button appears at the top of the card. Deleting removes the templates from the library; forms already generated from them are not affected.
Schedule of Forms entries
Select Edit schedule entry beside a template to set:- Schedule name: the name printed by the Table of Contents smart tag. Leave it blank to use the generated form’s name.
- Edition date: a printed identifier, kept exactly as entered (for example,
11.01.2021). Leave it blank to omit the edition. - Omit from Schedule of Forms: exclude the entry from that tag. The document still belongs to the packet.
Upload a template
Upload Form is a split button: pick the category (Claim/Incident, Quote, Policy, Insured, or Submission) and a file picker opens. You can upload:- Word documents (
.docx,.doc) — including templates exported from other systems. - Rich text and OpenDocument files (
.rtf,.odt) — converted to an editable document automatically. - PDFs (
.pdf) — kept as-is, as static documents.
PDF vs. editable templates
The library holds two kinds of template, and the UI treats them differently:
Use a PDF for fixed collateral that never changes per entity (a brochure, a
state notice); use an editable template for anything that should carry the
quote’s, policy’s, or claim’s data.
Create a template from scratch
Create New Form is the same split button pattern: pick a category and a blank document opens directly in the document editor. If you exit without saving a brand-new document, it’s discarded rather than left as an empty template.The document editor
Editing a template opens the built-in document editor full-screen: a word-processor canvas with a toolbar for formatting, plus AI Insurance’s own controls along the top.
The document editor: Document Name and Category on the left; Exit, Insert Smart Tag, and Save on the right.
Saving a template creates a new saved version of it. Documents that were
already generated keep the exact version of the template they were generated
from — your edits affect future generations only, so an in-flight quote’s
paperwork never changes underneath it.
Smart tags
Smart tags are placeholders that fill with entity data when a form is generated — the insured’s name, an address, a premium, a coverage table. Which tags are available depends on the template’s category and on how your company is configured: your configured fields drive the tag list, alongside built-in tags (like the current date). Select Insert Smart Tag to open the sidebar:
The Insert Smart Tag sidebar: filter the list, then select a tag to place it at the cursor.
- Filter tags… narrows the list by name.
- Each row shows the tag’s display name and a description of what it resolves to.
- Selecting a tag inserts it at the cursor in the document. In the
template editor there’s no entity to pull data from yet, so the tag appears
as a highlighted
@Display Nameplaceholder; when a form is generated from the template, every tag is replaced with the entity’s current value.
What a transaction changed
Quote and Policy templates can also print what the transaction changes — an endorsement letter’s limit change, a table of every changed field, the insureds covered. These tags read the form’s policy transaction: before bind, the version the quote would write; once bound, the transaction the document belongs to. A change tag therefore prints the same value on the draft you review before binding and on the document refreshed after it, and a later endorsement never changes it. Claim/Incident and Insured templates don’t offer these tags. Ask your AI Insurance team to add the ones you need.Claim financials
Claim/Incident templates can print totals from the claim’s financials — paid, owed, reserves, or the total, summed across the invoice types you choose, such as Loss and LAE incurred. These tags read the claim’s Financials Overview as of the day the form is generated; a claim reported after that day prints them blank. Claim/Incident templates can also print the claim’s reserve updates — for example the latest reserve change, or how many times the reserves changed. These tags read the claim’s Reserve Updates table as of the form’s date: one row per reserve change, payment out of reserves and history reset, newest recorded first, counting a reserve change by its reserve date and a payment by its payment date. A removed payment never shows, and a history reset hides the earlier updates of its invoice type. A claim reported after the form’s date prints a count of 0 and a blank latest change. Ask your AI Insurance team to add the ones you need. A Claim/Incident template can also print a reserve history table, one row per update, with columns such as its date, its invoice type, the change, and the expected total after it. Amounts print in each invoice type’s own direction, so a reserve increase on a loss type prints as a positive amount. A payment out of reserves and a history reset have no expected total, and a reset has no date, so those cells print blank. The table can also list only the updates dated in a window, for example the reserve changes in the 90 days up to the form’s date, both days included; a reset never shows there. A claim reported after the form’s date prints the table with no rows. Claim/Incident templates can also print the claim’s invoices — for example how many are still owed, or who the latest one is payable to — and an invoice table, one row per invoice, with columns such as the payee, the invoice date, the status and the balance due, grouped by invoice type with a subtotal per group. These tags read each invoice as it stood on the form’s date: an invoice shows once its invoice date or the day it was recorded falls on or before that date, or once a payment dated by then settles it, newest recorded first; its paid amount counts the payments dated by then, and its balance due is what was still due on that date. Drafts and deleted invoices never show; a voided invoice shows as Voided with $0. Amounts print in the plain sign, so money paid out prints negative. A claim reported after the form’s date prints a count of 0 and a table with no rows. Ask your AI Insurance team to add the ones you need. Claim/Incident and Policy templates can also print an aging of the balance due — one tag per bucket, such as the balance due on loss invoices that is current, 1 to 30, 31 to 60, 61 to 90, and more than 90 days past due. Each bucket includes both of its days, and the age can count from the invoice date instead of the due date. An invoice with no due date is in no bucket; another tag can print its balance, so the buckets and that tag add up to the whole balance due. For example, a Claim/Incident tag can print “Loss balance over 90 days past due: $1,250.00", positive because it prints each invoice in its invoice type's own direction. A claim with no invoices of the bucket's invoice types, or no invoices at all, prints $0. They can also print a table of payees: one row per payee with the number of invoices, the amount, the amount paid and the balance due on the invoice types you choose, ordered by payee name, with the invoices that name no payee in the last row. For example, a claim’s payee table might print “Defense Firm LLP — 3 invoices — $4,000.00 paid — $1,500.00 due”, then a row with a blank payee for the invoices with none. An invoice table can also list only the invoices dated in a window, such as the 30 days up to the form’s date, and print each amount in its invoice type’s own direction. Ask your AI Insurance team to add the ones you need. Policy templates can print the same totals across the policy’s claims — for example Loss and LAE incurred on every claim, or LAE billed and not yet paid. These tags read each claim’s Financials Overview as of the form’s date and leave out a claim reported after it; a policy with no claims prints $0. Before the quote binds there is no policy yet; a tag can check for that and print blank instead of $0. Quote templates don’t offer them. Ask your AI Insurance team to add the ones you need. Policy templates can also print totals from the policy’s balances — for example premium still owed, or commission paid — summed across the Policy invoice types you choose. These tags read the policy’s balances as of the form’s date: an installment scheduled after that date is not owed yet, and an invoice type the policy never invoiced prints $0. Unlike the policy’s Balances tab, which also shows installments still to come, these totals count only what the form’s date has reached, so a payment made before an installment’s date shows as a credit until then. Before the quote binds there is no policy yet, so these tags print blank. Quote templates don’t offer them either. Ask your AI Insurance team to add the ones you need. Policy templates can also print totals from the policy’s own Earnings — for example premium earned, premium still unearned, or everything written — summed across premium, taxes and fees, or narrowed to the charges you choose. These tags read the policy’s Earnings tab as of the form’s date. Written can count each change from the date it takes effect, or from the date it was booked, so a backdated endorsement never changes a figure you already printed. Before the quote binds there is no policy yet, so these tags print blank. Quote templates don’t offer them either. Ask your AI Insurance team to add the ones you need. Policy templates can also print the policy’s invoices, as Claim/Incident templates print a claim’s — for example how many installments are still to come, or an invoice table grouped by invoice type — as of the form’s date. An installment scheduled after that date shows as Scheduled with nothing due yet; one paid ahead of its date shows its payment, with a balance in the insured’s favour. Before the quote binds there is no policy yet, so these tags print blank. Quote and Insured templates don’t offer them. Ask your AI Insurance team to add the ones you need. An invoice table on a Claim/Incident or Policy template can also list each invoice’s line items instead of the invoices: one row per line, the lines of each invoice in order, with columns from the line and from its invoice. For example, a Policy template’s invoice schedule can print, for each line, the invoice’s number, its invoice type, the line item, Money in or Money out, and the amount, leaving out voided invoices and sorted by Transaction ID:
Each Line Item can print the display label its invoice type gives the line,
so the same Broker Commission line can print Broker Commission (Less) when
its invoice type is Agency Bill and Broker Commission when it is Broker
Commission. Configure these labels in
Policy Financials.
The schedule can also group the lines by invoice, with a row after each
invoice’s lines that totals them, or print each line’s amount in its own
direction, so a credit on a fee line prints negative. A line’s direction can
differ from its invoice’s: a commission on a premium invoice moves money out.
Ask your AI Insurance team to add the ones you need.
Insured templates can print the same balance and Earnings totals across the
insured’s policies — for example premium still owed on every policy the
insured is on, or premium earned on all of them — and a table with one row per
policy and a total row. These tags read each policy’s balances and Earnings as
of the form’s date; an insured with no policies prints $0. When a policy’s
Earnings can’t be worked out, an Earnings total that includes it prints blank
rather than the other policies’ total. Ask your AI Insurance team to add the
ones you need.
When and by whom a form was generated
Every template category except Submission offers three built-in tags that describe the generation itself:- Current Date prints the day the form is generated, for example
10/1/2026. - Current Date and Time prints the moment the form is generated, in
Eastern Time, for example
10/1/2026 3:42:30 PM. - Generated By prints the name of the user who generated the form, or their email address when their profile has no name. A form generated through an API key prints the user who created the key.