> For the complete documentation index, see [llms.txt](https://docs.cogram.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cogram.com/settings/templates.md).
# Templates
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](https://app.cogram.com/dashboard/settings/admin/templates).
The Templates page also holds templates for Field Reports (covered in [Field Report templates](#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](/settings/custom-insights.md) 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](https://app.cogram.com/dashboard/settings/admin/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](https://app.cogram.com/dashboard/settings/admin/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](/guides/downloading-sharing-and-templates.md) 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](/administration/report-types.md).
### Add a Field Report template (Org Admins)
1. Go to the [Field Reports section](https://app.cogram.com/dashboard/settings/admin/templates#field-reports) 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](/administration/custom-fields.md).
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](/administration/report-types.md).
### 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](/administration/report-types.md#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](/administration/custom-fields.md).
**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.
{% hint style="info" %}
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.
{% endhint %}
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