Templates

Upload Word (.docx) templates so your team can export meeting minutes and field reports in your organization's own layout.

Templates let your team download meeting minutes as a Word document in your organization's layout: your letterhead, your styles, and exactly the sections you want. Org Admins manage them under Organization Settings > Templates.

The Templates page also holds templates for Field Reports (covered in Field Report templates below) and, depending on your organization's licensed modules, Transmittals, RFIs, and Submittals.

Meeting templates in Organization Settings > Templates

How templates work

A template is a regular .docx file containing placeholders — markers like {{summary}} that Cogram replaces with generated content when a member downloads the minutes. Everything else in the file (headers, logos, styles, static text) is kept as-is.

• The exported document only contains the content whose placeholders appear in the template. To leave a section out — for example the summary — don't include its placeholder.

• Placeholders are case-sensitive and must match exactly, including both curly braces.

• Your Custom Insights are available as placeholders too, so a template can export any output you've defined. Organization-level insights carry an (Org) suffix in their name, and the placeholder must include it — for example {{Consolidated Minutes (Org)}}.

To see every placeholder available to your organization — meeting details, generated sections, and your Custom Insights — click New Meeting Template under Organization Settings > Templates, then View all elements. Click any element to copy it. You can also click Download Sample Template on the same page to start from a working example.

Add a meeting template (Org Admins)

1. Prepare a .docx document with your layout, and insert placeholders where Cogram content should go.

2. Go to Organization Settings > Templates and click New Meeting Template.

3. Enter a template name — this is what members see when picking a template — and select your .docx file.

4. Click Save Template.

The Create new meeting template page

Cogram validates the file on upload: it must be a valid .docx, contain at least one placeholder, and use only recognized placeholders. If validation fails, the error message tells you what to fix.

To swap the file behind an existing template, use its Replace action in the template list — the new file is validated the same way, and the template keeps its name and default status.

Set an organization default

In the template list, use a template's Set as Organization Default action to make it the preselected choice for everyone in your organization. Only validated templates can be set as the default. Clearing the default reverts to the Cogram-provided default template.

Download minutes with a template

On a completed meeting page, any member clicks Download at the top right and selects a template. Cogram fills the placeholders with that meeting's content and downloads the Word document. See Downloading, Sharing, and Templates for the full download and sharing options.

Field Report templates

Field Report templates work the same way: a Word document with placeholders, used when exporting a field report. The form fields available as placeholders come from the report's Report Type.

Add a Field Report template (Org Admins)

1. Go to the Field Reports section of the Templates page.

2. Click New Report Template.

3. Enter a Template Name and select your .docx file.

4. Click Save Template.

The create page lists every placeholder available to you. Click View all elements, then click any element to copy it.

Field Report templates in Organization Settings > Templates

Cogram checks that the file is a valid Word document when you upload it. To also check the placeholders, use the Validate action on the template's row: it points out any placeholder that does not match a builtin or one of your custom fields.

By default, every Field Report template is offered when downloading any report. To narrow the choice for a specific Report Type, link templates to it in the Report Type's Linked Templates section. See Report Types.

Field Report placeholders

You can use three kinds of placeholder in a Field Report template.

Builtins. Cogram fills these in automatically:

Placeholder	What it fills in
{{ title }}	The report's title
{{ author }}	The email address of whoever created the report
{{ project name }}	The project's name
{{ project id }}	Your own project number, as set on the project
{{ status }}	The report status, for example "DRAFT" or "FINAL"
{{ date }}	The date the report was created, for example 07/30/2026
{{ time }}	The date and time the report was created, for example 2026-07-30 14:05:00
{{ dotw (english) }}	The day of the week, for example "Monday"
{{ address }}	The site address, from the report's location
{{ weather }}	The weather at the report's location
{{ executive summary }}	A summary of the observations, written by Cogram
{{ metadata }}	A table of all the report's custom field values
{{ total observations }}	The number of observations on the report
{{ total photos }}	The number of photos across all observations
{{ observations }}	The full observations section, laid out per the Report Type's Format the Export settings

Custom field placeholders. Every custom field on the report's Report Type is available under its Template Placeholder name: a field named client_firm fills {{ client_firm }}. See Custom Fields.

Table placeholders. For a Table field, put the placeholder in one row of a Word table. On export, that row repeats for every entry your team added, keeping your styling. For example, for a persons_present field with columns Name, Role, and Company:

Name	Role	Company
{{ persons_present }}

If someone enters three people on the report form, the exported table shows three rows.

If a placeholder comes through unfilled in the export, Word may have split it into pieces while you typed. Select the placeholder in Word, retype it in one go, save, and upload the file again.