Templates

Templates hold reusable questionnaires, document packs, and request wording for repeat case work. Official forms are available through the forms library.

Import documents

Import a PDF or DOCX to create a reusable design, letter template, or both. Start from Templates → Letters → Import, Practice Settings → LetterDesign → Import design, or document setup during onboarding.

Select Import from document and choose your file. Analysis extracts a design and letter template by default. Choose Content only if you do not need the branding. You do not need to choose a design before importing.

Current import shows progress and keeps the completed result available for review. You can leave while processing continues and return to Import later. Duration is shown on this list and includes waiting and retries. Earlier results appear under Past imports.

Select Review import to open Import review, then choose an output:

LetterDesign: review the header, footer, branding and page design with sample text.
Letter template: review the imported text and suggested placeholders in Without design. This HTML view opens without generating a PDF. Switch to With design to see the design in the browser. Choose the design above the preview. The content-only view expands to show the full text. Use Generate PDF only when you want to check the final page breaks.

Each output shows Please review, Saved with a green tick, or Rejected. Name and save either output, both, or neither. Saved and rejected states remain when you return. Saving one output does not close the import or save the other. You can reject an output with an optional reason, then select Undo rejection to review it again.

The template saves its content and selected design choice, regardless of which preview view is open. If you already saved this import’s design, it is selected for you. Otherwise, the selection starts with the primary design. Choose Use primary design to follow the practice’s primary design, or choose a specific saved design. Choose an imported design to preview and use the imported template. Suggested placeholders remain unapplied; the import does not rewrite your document’s wording.

Rejection feedback stays with the import. It is not automatically sent to the AI on later imports.

Questionnaire templates

Open Templates → Questionnaires to find predefined questionnaires. Check that the questions cover the information you need. To use a template on a case, select Request actions → Create a new questionnaire in a portal, or Add → Questionnaire in Documents.

Each case questionnaire has its own copy of the template. Editing that copy does not change the template. Template changes apply to future requests.

See Questionnaires for creating requests, reviewing responses, and applying answers.

Official forms and reusable details

Use the official forms library when preparing an authority’s form. The case form holds its answers and links to the people or organisations involved.

Questionnaire templates and official forms have different jobs. A questionnaire collects answers. A case form prepares the supported official output.

Document packs

A document pack defines a reusable set of requests for a portal. It can include:

A name and description for the pack.
Recipient slots such as applicant, sponsor organisation, or case-level.
Request templates that belong in the pack.
Optional metadata such as tags or visa types for filtering.

Use document packs for common evidence sets such as identity documents, sponsor business documents, financial documents, or relationship evidence.

Request templates

Request templates hold reusable wording for one evidence item.

Each request template defines the standard name, category, requirement, resources, and client-facing wording for one document request.

Document packs can reuse request templates. That keeps common requests consistent without copying wording across packs.

Live cases are separate

Changing a document pack or request template does not change existing live cases. Live portals and requests keep the wording and upload behaviour they had when they were created.

For existing cases, update the live requests and access directly when the matter needs it.

When to edit a request template

Edit a request template when the same wording or requirement should be reused in future cases.

Edit the live request when only one case needs different wording or evidence.

When to edit a document pack

Edit a document pack when the same set of requests should be reused in future cases.

Edit the live portal when only one case needs a different request set or access pattern.

Good data collection hygiene

Keep data collection assets understandable to a practice user:

Use human-readable names.
Keep each pack focused on a related set of evidence.
Keep request templates specific enough that customers know what to upload.
Remove requests that are only relevant in rare edge cases unless the pack clearly marks them as optional.