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Form templates are the master documents your team generates forms from — quote proposals, policy documents, claim acknowledgements. The Forms tab of the admin area is the template library: upload documents, create new ones from scratch, edit them in the built-in document editor, and place smart tags that fill in entity data at generation time. Open it by selecting your company name at the bottom of the left sidebar, then the Forms tab.
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 admin Forms tab showing a table of form templates with Name, Category, Date Created, and ID columns, a search box, sort and category filter dropdowns, and Create New Form and Upload Form split buttons at the top right.

The Forms tab: your template library, with search, sort, a category filter, and split buttons to create or upload per category.

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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.

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The template list

The list shows every template with its Name, Category, Date Created, and ID — the FM-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.

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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.
The list displays the schedule name, edition date, and omission status. These settings survive template saves and replacements. Generate Policy Forms and Refresh use the template’s current settings, even for an older generated form. Packets preserve the settings captured when they were created. The Table of Contents prints each entry on one line, with a tab before the edition date. Set a tab stop on the tag’s paragraph to align the edition dates. Before forms have been saved in the bind wizard, its preview lists plain names.

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Upload a template

Upload Form is a split button: pick the category (Claim/Incident, Quote, or Policy) 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.
Everything except PDFs becomes an editable document you can open in the document editor and enrich with smart tags. You can upload several files at once; each becomes its own template in the chosen category.

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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.

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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.

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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 full-screen document editor with a word-processing canvas, a Document Name field and Category dropdown at the top left, and Exit, Insert Smart Tag, and Save buttons at the top right.

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.

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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 on the right edge of the document editor, with a 'Filter tags...' search box and a scrollable list of smart tags, each showing a display name and description.

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 Name placeholder; when a form is generated from the template, every tag is replaced with the entity’s current value.
Place tags anywhere in the document — inline in a sentence, in a header, in a table cell. Table-shaped tags (like a coverage schedule) expand into a full table at generation. For how generated forms behave on quotes, policies, and events — including refreshing tag values after data changes — see Generating forms.

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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.

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Policy invoice line items

The built-in Policy Invoice Line Items tag is available on Quote and Policy templates. It fills a table with Invoice, Invoice Type, Line Item, Direction, and Amount from saved invoices linked to the policy. Draft invoices are included; voided and deleted invoices are excluded. Each line uses the display label configured for its invoice type. For example, the same Broker Commission item can print Broker Commission (Less) on an Agency Bill and Broker Commission on a Broker Commission Invoice. Configure these labels in Policy Financials. The tag has no value until the form is linked to a policy with saved invoice lines. Invoice Targets and unsaved invoice plans do not supply its rows. Refresh Smart Tags reads the current saved invoices; issued packets keep the values captured when they were issued.