Document templates

Document templates describe how your company writes its assessments, quotes, contracts, work orders and terms and conditions. A template holds the layout, the fixed text, the rules and the default values that every document of that type starts from. Atomo reads your active templates when it drafts a document for a deal.

You find them under Brain > Settings > Company > Document templates. The same page holds the Document settings: who approves documents, how long shared links last, and your economic defaults.

Note

Brain loads a starter set of templates as drafts. Review them, adapt them and activate the ones you want: only active templates are used.

Set the document settings

Steps

In Nucleo, go to Brain > Settings > Company > Document templates.
In Approvers, tick the people who can approve documents and send them to clients. Anyone with permission can create a document; only these people and the Owner can approve it.
In Public link validity (days), enter how long a shared document link stays active by default, from 7 to 730 days.
In Hourly rate (€/h), enter your default rate.
In Payment terms, select 30 days end of month (default) or 60 days end of month (on request).
Click Save settings.

Links can be renewed, and a document's own validity always wins: an expired quote shows as no longer valid, and an expired contract can't be signed. See Deal documents and sharing.

How templates are organized

You can have one template for each combination of document Type and Client type. The list shows each template's contents (sections, blocks and rules), its version and its status. Filter it by type and by status.

Field	Options
Type	Assessment, Quote, Contract, Work order, Terms & conditions.
Client type	For example Any client, SME, Mid-size, Group / multi-brand, Partner / tender or Lead.
Status	Draft (not used yet), Active (used for new documents) or Archived (retired).

Templates are bilingual: the name, description and texts have an English and an Italian field. English is the base; Italian is what your Italian clients see.

Create a template

Steps

In Nucleo, go to Brain > Settings > Company > Document templates.
Click New template.
Choose the Type and Client type, and enter the Name in English and, optionally, Italian.
4Fill in the tabs:
1. Layout: pick the Format (Deck 16:9 (slides → PDF), A4 document, Sheet (questions table) or HTML page), and then click Add section for each section, in order. Give each a Section title, a Hint for the AI (what goes here) and a mode: Required (always present), Conditional (only when its Condition (when it applies) holds) or Optional (when useful).
2. Fixed blocks: click Add block for text that enters the document as it is, such as payment terms or jurisdiction. Markdown is allowed, and {{parameter}} placeholders are filled with parameter values.
3. Rules: add Always and Never rules, which are binding, and Guidance, a flexible base the AI adapts to the client. Write one rule per sentence.
4. Parameters: click Add parameter for each default value, such as payment terms or notice days, that a single document can override.
Click Create. The template starts as a draft.
When it is ready, click Activate.

Edit a template

Open the template from the list. Every change to the four tabs is saved as a new version with Save as new version; add Version notes to say what changed and why. Earlier versions stay in the History tab.

To change only the details, such as the name or description, click Save details.

Tip

You can also ask Atomo to draft a new template or change one, for example to add a clause. It sums up the change and asks for your yes first; a change to the content becomes a new version, like one saved here. Activating, archiving and deleting stay with you.

Duplicate, archive or delete a template

Duplicate creates a draft copy, to start a variant for another client type.
Archive retires a template. Back to draft brings an archived template back.
Delete removes the template and all its versions. An active template must be archived first.