Document templates in DoliPlus

The document templates in DoliPlus let you save standard texts once and for all: follow-up emails, commercial terms, meeting minutes, ticket responses, etc.

Then, you can insert them with a single click whenever you open a text editor. This saves time, ensures consistent messaging across the company, and prevents typos.

In practice, document templates are managed from the Tools > Document Templates menu. Each template has a unique title, type, author, and a list of authorised users, which controls its sharing.

Different template types

First, the type determines the context in which the template is suggested. Depending on the active modules, you have the following types available:

  • Email — body and subject of messages sent from the messaging system;
  • Customer or supplier / Contacts — notes and texts linked to customer and supplier records;
  • Sales management — quotes, orders, invoices;
  • Procurement management — supplier documents;
  • Product, Newsletter, SMS, Ticket, Intervention, Training, Notes and Meeting minutes, depending on your modules.
💡 Good to know: an email-type template includes a Subject field in addition to the body. Both subject and body are inserted together when you select the template.

Creating a document template

Creation is simple and quick:

  1. open Tools > Document Templates, then select the desired type;
  2. click New template;
  3. enter a unique and descriptive title (e.g. “Chase unpaid invoice”);
  4. for an email, also fill in the Subject;
  5. write the content in the rich text editor;
  6. finally, designate the authorised users, then save.

Sharing a template with other users

This is the most important feature of the tool. Two distinct fields control the sharing of each template.

Author: the template owner

The Author field indicates who created the template. It is automatically filled with your name. Consequently, only the author — or an administrator — can modify or delete it. Your colleagues can use it, but not edit it: your reference version remains protected.

Users: who can use it

The Users field is the key to sharing. You add authorised colleagues by name. Start typing a name: DoliPlus then suggests a list of active users, and you select the recipients.

  • Personal template: if you only select yourself, the template remains private;
  • Shared template: add your colleagues, and the template automatically appears in their editor, with no setup required on their part.
💡 Good to know: sharing is reversible at any time. Simply remove a colleague from the list, and the template disappears from their editor without affecting others.

Using a template in daily work

Whenever you open a relevant editor (email, note, report), a dropdown menu “Choose a template here” appears. It shows all templates of the right type you have access to: yours and those shared with you.

Then, you select the template, and its content is instantly inserted. You just need to personalise the final details before sending.

To go further, see sending emails via DoliPlus. Plus, email templates work seamlessly with user signatures.

Customise with placeholder variables

Moreover, a template can contain placeholder variables. These are tags automatically replaced with the right information upon insertion: customer name, invoice amount, today’s date, signature…

In other words, you write “Hello [contact name]” just once, and each message uses the correct name. This turns a simple boilerplate text into a truly personalised letter.

Manage and organise your document templates

Finally, the template table offers several handy actions:

  • Duplicate a template to create a variant without retyping everything;
  • Enable/Disable a template: when disabled, it’s kept but no longer appears in editors;
  • Edit or Delete (reserved for the author and administrators);
  • Search and sort by title, content, type, author or date.

Permissions, administration and environments

Creation access depends on each user’s rights. Additionally, administrators have a “Show all templates” button. This gives them a complete overview of all company templates from all authors.

This view remains very useful for standardising texts or reusing a colleague’s template. Finally, in multi-company setups, each template is linked to an environment, neatly separating templates between your entities.

To go further

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