> ## Documentation Index
> Fetch the complete documentation index at: https://docs.begin.eu/llms.txt
> Use this file to discover all available pages before exploring further.
# Managing document templates
> Create reusable documents, import content, test variables and inspect template history.
export const BetaCallout = ({children}) => ;
export const Beta = () => Beta;
Use **Settings → Document templates** to maintain reusable content and folder structures for employee profiles. A template defines the starting content; a person's generated document is a separate record.
You need permission to manage **Document templates** settings. By default only administrators have it; a manager needs the **Document templates** setting added to their role. Being able to upload files or edit people does not grant template-management access.
## Create and organise a template
Choose **New template → Add document**, or **Add folder** to organise related templates.
Open the document's editor. In the new-template dialog you can choose **Start with example
content**, then replace the sample wording with your own.
Use a category such as **Offer letter**, **Employment agreement**, **Policy** or **Other**.
Documents generated from it inherit that category. The category also determines where the
template can be used during onboarding.
Content saves as you edit. Use **Done** to return to the list. Search by template name to find
it again.
Use a row's actions to **Edit details**, add a document inside a folder with **Add inside**, or change the order with **Move up** and **Move down**. Folder templates organise documents; they have no body to write. With contracts enabled, opening a person's Documents area adds missing template folders. Document templates do not automatically create a document for everyone: select one when generating a document or preparing an onboarding.
Import content and insert variables
Example content, importing, variable insertion and template testing are part of the contracts
rollout. If these controls are missing, ask us to check whether contracts are enabled. Basic
template and folder management can still be available.
In the editor's **…** menu, choose **Import** for a Word `.docx` or text-based PDF. Content is inserted at the cursor, so place it where you want the imported text. Review the wording and layout afterwards.
PDF imports use Begin AI. If AI is disabled, use a Word document or write the content directly. PDFs must be no larger than 15 MB and 60 pages, and must contain selectable text. Scanned images cannot be imported as text.
Use **Insert variable** to place a value from the person, employment record or workspace into the template. Recognised placeholders in imported content become variable chips. Check each variable instead of leaving sample names or pay figures in reusable content.
Test the result for a person
Testing also needs permission to read people. If you can edit templates but cannot see **Test template**, ask your administrator to check that access.
Private fields, such as bank details and national IDs, also need **View private details** for the selected person. Without it, the preview leaves those fields out, including whether they are filled or missing.
Choose **… → Test template**, select an **Employee** and an **Effective date**. Check **Resolved variables**, **Missing variables** and **Body preview**. The date matters for employment and pay values that change over time.
Missing variables identify where information must be supplied. Update the relevant record and check again. Testing previews the result; it does not generate a document or send anything for signing. A template without variables reports that there are none to test.
## Review changes or remove a template
Choose **… → View history** to see who changed the content or details. A history entry with a captured version opens a read-only preview. Older entries without a captured version cannot show that content; viewing history does not restore it.
Deleting a folder template also deletes its child templates. Existing employee documents created from those templates are not affected. Check onboarding defaults afterwards if they used a removed template.
Editing a template does not rewrite an already generated or signed contract. Make the required change to the person's document or generate a new one, then follow the signing process for that document.
**Context for an assistant answering questions about managing document templates.**
* **Access:** Some existing roles also retain template access through their earlier combination of settings-edit and manage-others-documents permissions.
* **Limits:** PDF extraction also rejects excessive extracted text. An import already in progress must finish before another starts.
## Next
Generate a document from the template.
Choose templates as hiring defaults.
## Still need help?
Email the Begin team and we'll get back to you.
Open the AI assistant and get instant answers based on these docs.