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How do I create a custom document template in agentOS?

Go to Office > Custom Document Templates, add a new template slot, build your document in Microsoft Word using the provided placeholder template and merge tags, upload it via the Actions menu, then generate it from the relevant record's Saved Documents tab.

Custom Document Templates can be used for many different purposes, including sending custom letters to tenants, landlords, tenancies, contractors, and sales particulars. They are particularly useful for bespoke correspondence that is not system-generated.

Requirements:

  • Microsoft Word 2007 or later must be installed
  • All documents uploaded to the system must be in Word (.docx) format — other formats will not be recognised and will cause an error

Step 1: Download the placeholder template

Download the standard placeholder template, which acts as a letter-headed paper placeholder. This template contains the header and footer merge fields for your branding. Once downloaded, open it in Word — it will appear as a blank document with header and footer areas ready for your content.

Step 2: Build your document

From the downloaded template, you are free to insert whatever text and content you require. To merge information from the system into your document, you will need to use tags.

Tags are available across a range of knowledge base articles. If you need a tag that is not listed, contact support@agentos.com and the support team will provide it if available.

As an example, a letter to a landlord might include the following tags:

 
 
[[Landlord.Title]] [[Landlord.Forename]] [[Landlord.Surname]]
[[Landlord.Address1]]
[[Landlord.Address2]]
[[Landlord.Address3]]
[[Landlord.Address4]]
[[Landlord.Postcode]]

Tip: If this is your first time building a Custom Document Template, it is better to type each tag manually rather than copying and pasting, to avoid formatting issues.

Once you have finished, save the document with a relevant name.

Step 3: Create the template slot

Before uploading, you need to create a slot in Custom Document Templates to hold your document.

  1. Go to Office > Custom Document Templates
  2. Click +Add
  3. In the Name field, enter a relevant name for the document (for example, "Letter to Landlord")
  4. Set the Output Type to Print Editable Office Docx & Postbag
  5. Set Generate For to the appropriate record type (for example, Landlords)
  6. If you want to restrict the document to a specific branch, use the Restrict to Branch drop-down
  7. Click Save & Close

Step 4: Upload the document

Find the slot you just created in the Custom Document Templates list. If needed, use the search bar to locate it.

Click the Actions button along the slot row and select Upload Template File.

A new window will open — drag and drop the file, or click Select Files… to locate it. Once uploaded, click Close.

Step 5: Generate the document

To generate the document, find the relevant record (for example, a landlord). Go to their Saved Documents tab and locate the letter in the Print & Post Document Templates section.

Click the Actions button along the document row and select Print. The document will open and should display your merged content correctly.

To amend a template that is already on the system, refer to the article How do I download and edit an existing custom document template in agentOS?

If you need any assistance, contact support@agentos.com.