> ## Documentation Index > Fetch the complete documentation index at: https://docs.go.aiinsurance.io/llms.txt > Use this file to discover all available pages before exploring further. # Form templates > Build your form library: upload or create templates, edit them in the document editor, and insert smart tags that fill from entity data. Form templates are the master documents your team [generates forms](/app/features/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 create forms — of the standard roles: **Carrier Admin**, **Manager**, **Event Manager**, **Policy Administrator**, and **UW/Ops Team Member**. 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. ## 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: | Category | Generated on | Smart tags fill from | | ------------------ | --------------------------------------------------------------------------------- | ---------------------------- | | **Claim/Incident** | An event, via its Actions menu (see [Event actions](/app/features/event-actions)) | The claim or incident's data | | **Quote** | The quote flow's Forms step (see [Quoting](/app/workflows/quoting)) | The quote's data | | **Policy** | The quote flow's Forms step; the generated form carries onto the policy at bind | The quote/policy data | Quote and Policy templates are also the ones [auto-added forms](/app/admin/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** — 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](#the-document-editor); a PDF template opens in a preview instead (PDFs aren't editable — see [PDF vs. editable templates](#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. ## 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. ### PDF vs. editable templates The library holds two kinds of template, and the UI treats them differently: | | Editable templates (Word/RTF/ODT uploads, created documents) | PDF templates | | ------------------ | ------------------------------------------------------------ | --------------------------- | | Selecting the name | Opens the document editor | Opens a read-only preview | | Smart tags | Yes — inserted and filled at generation | No — the file is used as-is | | Generated output | The document with smart tags resolved | An exact copy of the PDF | 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 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. | Control | What it does | | -------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Document Name** | The template's name, shown in the library and the generation pickers. | | **Category** | The template's category. You can move a template between the real categories (and move an *Unknown* template onto one), but nothing can be set back to Unknown. | | **Insert Smart Tag** | Opens the [smart-tag sidebar](#smart-tags). Hidden while the category is Unknown. | | **Save** | Saves the document plus any name/category change, and stays in the editor. | | **Exit** | Asks what to do with unsaved work: **Save and Exit**, **Exit Without Saving**, or **Cancel** to keep editing. | 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](/app/getting-started/configuration): 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. * **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](/app/features/forms).