> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://docs.brainframe.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Document Types & Templates

# 📑 **Document Types & Templates**  
> **"Standardize your content, simplify your workflows."**  
> *Create, customize, and apply templates to keep documents consistent , easy to use, and audit-ready.*  

---

## 1️⃣ Getting Started  

If you want to create your own **document types** or **templates**, go to:  
👉 **Workspace Settings → Document Types & Templates** (bottom left of the dashboard).  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-17193_iol3rl.png =346xauto)
📌 *All custom types and templates are created and managed centrally here.*  

---

## 2️⃣ Custom Document Templates  

Most document types provided by Brainframe include default templates.  

You can also **create your own templates**, which are:  
* The **initial text** shown when creating a new document.  
* Fully **versioned for audits**.  

**How to create a template:**  
1. Go to **Workspace settings**.  
2. Select **Document templates**.  
3. Click **Add**.  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-17200_v9z551.png =757xauto)emplates can be made with:  
* 📝 **Standard editor** (simple text, markdown, variables).  
* 📊 **Advanced editor (OnlyOffice)** for Word/Excel/PowerPoint.  

📌 *Templates help you save time and enforce consistency across teams.*  

---

## 3️⃣ Standard Editor  
The **standard editor** supports text, Markdown, and reusable variables.  

### ① Options when creating a template  

1. **Template Title** – Name shown when creating a document.  
2. **Set as Default Template** – Set this template as the default one for documents of this type.  
3. **Editor Type** – Choose Standard or Advanced.  
4. **Markdown Toggle** – Enable Markdown formatting.  
5. **Template Content** – The text to prefill documents.   
6. **Add License** – Attach a license.  
7. **Translations** – Translate to a different language that is activated in your workspace.

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/8_z54h1h.png =792xauto)
| 💡 Tip: Use the Insert dropdown which allows you to add frequently used text blocks, the current date and helper texts.

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-17242_vsn23g.png =117xauto)

| 💡 Use Variables, the last option of the dropdown, to insert placeholders that auto-update with document properties.  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-17245_yvvkfc.png =459xauto)
---

## 4️⃣ Advanced Editor (OnlyOffice)  

Use the **Advanced editor** if you want your templates to remain in native Office formats.  

**Steps:**  
1. Upload an existing Word, Excel, PowerPoint, or PDF file.  
2. Select the correct document type.  
3. Edit the content directly in OnlyOffice.  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/6_1gdutj8.png)

📌 *Great for legal, HR, or audit-heavy content where native file format must be preserved.*  

---

## 5️⃣ Custom Document Types  

After creating templates, you can assign them to **custom document types**.  

### Create a document type  

1. Go to **Document Types** in the menu.  
2. Click **Add**.  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/10_rx0hfx.png)

 
1. **Enable Identifier** – Require unique IDs with optional prefixes (e.g., R-00x, CAPA-).  
   ![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-17492_598crb.png =705xauto)

2. **Configure Default Target Folder -** When you create a document of this type, it will automatically be created in this folder.
3. **Document Type Name** – How it appears in “Create Document.”  
4. **Description** – Tooltip guidance.  
5. **Category & Icon** – Assign to Security, Privacy, Quality, etc., and select the icon you want to associate to it.
6. **Properties** – Set mandatory vs. optional properties.  
7. **Approval Stages** – Configure static (no changes per approval state) or dynamic (changes allowed) approvals, and assign approvers.  
   ![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/100_myez54.png)
8. **Template** – Prefill with a chosen template.  
9. **Linked Document Types** – Suggest related types on creation.  
10. **Document bundles** - Attach a set of controls or documents by default to this document type.
11. **Set governance** - Define if this document type is a control, asset, or risk.
12. **Track Maturity** – Enable maturity tracking per document.  
    ![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-18010_1ug80x9.png =1040xauto)
| 💡 Tip: To override Brainframe defaults, create a custom type with the same name as an existing one, and configure it as desired. (Requires page refresh to take effect.)  

---
## 6️⃣ Configure default folder for a document type

To avoid having to add each document one by one to its folder, we provide a default configuration option which will automatically place all documents of a certain type into the folder it should be in. This is especially useful for types of documents that always belongs in a specific folder (e.g. for corrective actions, risks, incidents, supplier, vulnerabilities, ...).

This is the header you will see when modifying an existing or creating a new document type. To define the default folder this type of document should be placed in, click on the corresponding button.

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-18015_1jmzpsf.png =940xauto)

This will open the following window:

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/screenshot-2026-07-07-at-18021_1rzrdus.png =512xauto)


**Select Target Folder**  
* Use the **active folder** (default: INBOX).  
* Or select an **existing folder** in the workspace.  
**New Item Behaviour**  
1. Store all data in the **same target folder** as a document.
2. Create a **subfolder with the item name**.  
3. Create a **folder view with the item name**.  

 📌 *Our common documents already have this feature enabled and pre-configured, but you can override them locally for full customization.*

---

## 7️⃣ Best Practices  
* 📝 **Use Standard Editor** for text-based templates with variables, and new documents your create.  
* 📊 **Use Advanced Editor** when native Office formats must be preserved.  
* 🚨 C**onfigure approvals** for full audit compliance. 
* 💡 **Review templates quarterly** to keep them aligned with your policies.  
---

### **🎯 Visual Checklist**  
* [x] Custom template created  
* [x] Standard or advanced editor chosen  
* [ ] New document type configured  
* [ ] Approval stages assigned  
* [ ] Templates applied to existing docs