# Document templates

> Create documents with merge fields, and generate them for contacts, mailing lists and opportunities.

Source: https://help.clockworkcrm.com/marketing/document-templates
Last updated: 2026-09-28

A document template produces a document filled in with a record's own details. Templates are
managed at **Marketing → Document Templates**.

![The document template list](https://clockworkcrm.blob.core.windows.net/public-internal/docs/marketing/document-templates.png?v=05a64a41)

## The document template list

| Column | What it shows |
|---|---|
| **Name** | The template's name |
| **Last Modified** | When the template was last saved |
| **Last Modified By** and **Created By** | The users who last saved and who created the template |

The search box filters the list. To delete several templates at once, tick them and select **Bulk
Delete**.

The **⋮** menu on each template has:

| Action | What it does |
|---|---|
| **Download** | Generates documents from the template. See [Generating documents](https://help.clockworkcrm.com/marketing/document-templates#generating-documents) |
| **Copy** | Makes a copy of the template, named after the original with "Copy" and the date and time added |
| **Edit** | Opens the template in the document editor |
| **Delete** | Deletes the template |

## Creating a template

**Add Document** starts a template in one of two ways.

### Empty Document

1. Select **Add Document → Empty Document**.
2. Enter a **Template Name** and set the **Permissions**.
3. Write the document in the editor.
4. Select **Save**.

### From Word Document

1. Select **Add Document → From Word Document**.
2. Enter a **Template Name**.
3. Select **Select document for template** and choose a Word document (.docx) in the file browser.
4. Set the **Permissions** and select **Save**.

The Word document becomes the template, and it opens in the document editor to be changed.

## Template settings

| Field | What it does |
|---|---|
| **Template Name** | The template's name, up to 100 characters. Required |
| **Permissions** | The **Users** and **Teams** who can see and use the template. At least one user or team is required |

## The document editor

The editor has the template's settings on the left and the document on the right.

![The document template editor: template settings on the left, the document on the right](https://clockworkcrm.blob.core.windows.net/public-internal/docs/marketing/document-template-editor.png?v=0f8f7871)

The document is edited like a word processor. The toolbar has:

| Button | What it does |
|---|---|
| **Undo** and **Redo** | Undo or redo the last change |
| **Image** | Inserts an image |
| **Table** | Inserts a table |
| **Link** | Inserts a link |
| **Bookmark** | Inserts a bookmark |
| **Table of Contents** | Inserts a table of contents |
| **Header** and **Footer** | Edit the page header and footer |
| **Page Setup** | Sets the page size, orientation and margins |
| **Page Number** | Inserts page numbers |
| **Break** | Inserts a page or section break |
| **Find** | Finds text in the document |

The panel on the right of the document sets the font and paragraph formatting of the selected text.

### Merge fields

The **Company**, **Person** and **Opportunity** menus above the toolbar insert a merge field at the
cursor. Hover over a merge field in the menu to see its description.

When a document is generated, each merge field is replaced with the record's details. What happens
to a merge field with no value depends on its replacement strategy. See
[Email templates and merge fields](https://help.clockworkcrm.com/marketing/email-templates#merge-fields).

**Opportunity** merge fields are only filled in when the document is generated from an opportunity.

## Generating documents

A template can be generated for any number of contacts at once.

1. Open the template's **⋮** menu and select **Download**.
2. In **Download as...**, choose **Word Document (.docx)** or **PDF (.pdf)**.
3. Under **Contacts**, search for people and companies. Under **Mailing Lists**, choose mailing
   lists. You can use both.
4. Select **Download**.

One document is made for each person and company, and a contact found more than once is only
included once. The documents are prepared in the background and downloaded as a single ZIP file.
You are notified when it is ready, and it can be downloaded from **Documents** on your profile for
24 hours. See [Your profile](https://help.clockworkcrm.com/general/profile#documents).

Document templates are also used from the Sales app: **Generate Document** on an opportunity
produces a document from a template, filled in with that opportunity's details. See
[Opportunities](https://help.clockworkcrm.com/sales/opportunities#generating-a-document).

## Related

- [Email templates and merge fields](https://help.clockworkcrm.com/marketing/email-templates), the equivalent for email
- [Mailing lists](https://help.clockworkcrm.com/marketing/mailing-lists), generating for a list of contacts