What Are Document Templates?
Templates define the structure, sections, and AI instructions for generating documents. They ensure every document of a given type follows the same format and includes the right information.Built-In Templates
System-provided templates for common business documents
Custom Templates
Organization-specific templates you create for your unique needs
Available Template Types
Meeting Documents
- Meeting Summary: Structured notes with decisions and action items
- Call Notes: Detailed conversation capture
- Action Items: Extracted tasks and next steps
- Decision Log: Key decisions and rationale
Product Documents
- Product Requirements (PRD): Comprehensive product specifications
- User Stories: Formatted with acceptance criteria
- Feature Specifications: Technical details and requirements
- Release Notes: Update summaries for customers
Business Documents
- Interview Summary: Key insights from user research
- Strategy Document: High-level analysis and recommendations
- Q&A Extract: Questions and answers from recordings
- Status Update: Progress reports and blockers
- Executive Summary: High-level briefings
Preview any template before selecting to see example output and understand the final structure.
Template Components
Each template includes:Structure Definition
- Sections: Organized content areas (Overview, Requirements, etc.)
- Headings: Hierarchy and organization
- Content blocks: Specific information types
AI Instructions
- Generation prompts: Guides AI on what to extract
- Focus areas: Emphasized content types
- Tone and style: How content should be written
Default Settings
- Generation strategy: Focused Analysis or Theme Discovery
- Data source: Full Context or Key Insights
- Permissions: Default visibility level
Creating Custom Templates
Custom templates allow you to define documents specific to your organization’s needs.Access Template Management
- Navigate to Settings > Organization > Document Templates
- Click “Create Template”
- Define template structure and settings
- Save for use across your workspace
Template Configuration
1
Basic Information
- Template name and description
- Category/type classification
- Icon or visual identifier
2
Structure & Sections
- Define document sections
- Set section order and hierarchy
- Configure conditional sections
3
AI Instructions
- Provide generation guidance
- Set content focus areas
- Define extraction rules
4
Default Settings
- Choose default generation strategy
- Set default data source
- Configure default permissions
Generation Strategies
Templates can specify default generation strategies:Focused Analysis (One-Shot)
- Best for small datasets (under 100 signals or 10 calls)
- Simple, all-at-once processing
- Faster generation
- Ideal for single meetings or focused topics
Theme Discovery (Divide-and-Conquer)
- Best for large datasets (over 100 signals or 10 calls)
- Advanced pattern recognition
- Identifies themes across sources
- Not suitable for counting or quantitative analysis
You can override the template default when creating a document if you need a different strategy for specific use cases.
Data Source Options
Templates can specify preferred data formats:Full Context (Qualitative)
- Uses complete transcripts and conversations
- Best for narrative documents
- Preserves nuances and details
- Only available with calls/folders (not datasets/signals only)
Key Insights (Extractions)
- Uses pre-extracted signals
- Best for summaries and reports
- Focuses on highlights
- Less effective with 20+ sources
Template Best Practices
Define clear sections: Well-structured templates produce better documents
Provide detailed AI instructions: The more guidance you give, the better the output
Test with real data: Validate templates with actual calls and signals before team-wide use
Use appropriate defaults: Set generation strategy and data source based on typical use
Keep templates focused: Specific templates work better than trying to be all-purpose
Using Templates
During Document Creation
- Select a template from the list
- Review template preview (if available)
- Add your data sources (calls, folders, signals)
- Optionally override template defaults
- Generate your document
Template Selection Tips
- Meeting summaries: Use single-call templates with Full Context
- Trend analysis: Use multi-source templates with Theme Discovery
- Quick reports: Use Key Insights format for speed
- Detailed docs: Use Full Context format for depth
Common Use Cases
Product Teams
- Create PRDs from customer interview folders
- Generate user stories from research sessions
- Build feature specs from feedback signals
- Document technical decisions from architecture calls
Sales & Customer Success
- Transform sales calls into opportunity summaries
- Create account reviews from customer meetings
- Generate status updates from check-in calls
- Build competitive analysis from market research
Leadership
- Compile executive summaries from multiple sources
- Create strategic reports from planning sessions
- Generate board updates from leadership meetings
- Build investor docs from pitch practice
Always review AI-generated content for accuracy and completeness before sharing externally. Templates guide the AI but don’t guarantee perfect output.
Troubleshooting Templates
Poor Output Quality
Poor Output Quality
- Review and refine AI instructions in the template
- Ensure data sources match template expectations
- Try different generation strategy
- Add more specific focus/description when generating
Missing Sections
Missing Sections
- Check that template sections are properly defined
- Verify source data contains relevant content
- Ensure generation strategy matches data volume
- Try Full Context instead of Key Insights
Inconsistent Results
Inconsistent Results
- Standardize source data quality (complete transcripts, speaker labels)
- Use consistent generation settings
- Test template with various data sets
- Refine AI instructions for clarity
Start with built-in templates and modify them to create custom versions. This is faster than creating templates from scratch.