Template Library

Overview#

When an analyst needs to send a formal request to a partner agency, or a supervisor needs to generate a consistent incident briefing at 3am, they should not be composing text from scratch or hunting through shared drives for the last approved wording. The Template Library gives operations teams a governed repository of reusable message, document, and notification templates that can be published once, updated centrally, and applied consistently across every user and tenant on the platform.

The module supports the full template lifecycle: authoring with structured variable placeholders, version-controlled editing, role-based publication approval, and tenant-scoped visibility controls. Administrators can share templates platform-wide, restrict them to specific tenant organisations, or allow each tenant to maintain its own private set alongside inherited shared templates.

Key Features#

Structured Variable Placeholders: Templates use named placeholders for dynamic fields such as recipient name, incident reference, date, and jurisdiction. At the point of use the operator fills in or confirms each value, ensuring consistent structure while allowing context-specific content.
Version Control and Change History: Every edit creates a new version rather than overwriting the previous one. Authors can compare versions side by side, annotate the reason for a change, and restore any earlier version, preserving a complete audit trail of how official language evolved over time.
Approval Workflow: Templates can be routed through a configurable approval process before publication, requiring sign-off from a designated reviewer or compliance officer. This is particularly valuable for legally sensitive communications such as statutory notices, disclosure requests, or formal advisories.
Tenant-Scoped Visibility: Administrators control whether a template is available platform-wide, restricted to one or more specific tenant organisations, or kept as a private draft. Tenant-level administrators can further restrict which of their own users can see and apply each template.
Category and Tag Organisation: Templates are organised by category (such as incident notification, data request, or briefing report) and can carry free-form tags for search and filtering, allowing large libraries to remain navigable as volume grows.
Bulk Operations and Import: Multiple templates can be imported from structured JSON or CSV exports, enabling migrations from legacy systems and bulk updates during policy changes. Platform administrators can export the full library for backup or cross-environment deployment.
Usage Analytics: The platform records which templates are applied most frequently, by which roles, and in which tenant contexts. This helps administrators identify stale templates, consolidate duplicates, and prioritise review effort.
Multi-language Support: Templates can carry localised variants for different language preferences. When a user applies a template, the platform selects the appropriate language variant automatically based on the user's locale settings.

Use Cases#

Standardised operational communications across large multi-agency deployments where consistent wording reduces legal risk and ensures all parties receive equivalent information regardless of which analyst or officer authored the message.
Compliance-controlled document generation for statutory notices, subject access request responses, or data-sharing agreements, where every issued document must match an approved template and carry a reference to the version used.
Onboarding acceleration for new tenant organisations, which can inherit a curated set of platform-wide templates immediately rather than building a communication library from scratch.
Rapid policy rollout when legal or regulatory language needs to change across the entire platform, administrators update the canonical template once and the revised wording becomes available to all users at the moment of publication.
Audit-ready evidence packaging where investigators attach the specific template version used in a communication to the case file, demonstrating that correct and approved language was used at each stage of an inquiry.

Integration#

The Template Library exposes full create, read, update, and delete capabilities through the platform's GraphQL API, allowing templates to be managed programmatically from CI/CD pipelines, external content management systems, and automated tenant-provisioning workflows. Variable substitution is available as a callable operation so that other platform modules, including notification dispatch, report generation, and incident workflow automation, can render templates server-side without requiring user interaction. All template data is stored in PostgreSQL with row-level tenant isolation, and the full version history is available for downstream audit and compliance reporting tools via the platform's standard event stream.

Open Standards#

GraphQL (June 2018 specification): Template creation, retrieval, approval, and bulk operations are all exposed through a typed GraphQL API, enabling structured programmatic access with organisation-scoped filtering and paginated version-history queries.
ISO 8601: All timestamps on template versions, approval events, and usage records are serialised in ISO 8601 format, ensuring compatibility with downstream compliance-reporting and case-management systems.
RFC 7519 (JSON Web Tokens): Every API request is authenticated with a JWT issued by the platform's identity layer; template audit records include the JWT subject claim to provide tamper-evident user attribution across version history.
RFC 8259 (JSON): Template definitions, variable schemas, and bulk import/export payloads are serialised as standards-compliant JSON, allowing interoperability with external content tools and policy management systems without proprietary format parsing.
Unicode Standard (ISO/IEC 10646): Template content and all variable substitution values are stored and processed as Unicode text, ensuring correct handling of multilingual content, special characters, and internationalised legal terminology.
GDPR (Regulation (EU) 2016/679): Templates that generate communications referencing personal data are subject to the same tenant-scoped access controls and configurable retention policies as all other personal data on the platform, supporting data-subject rights obligations.
ISO/IEC 27001 (Information Security Management): Version history, approval audit trails, and access logs for template operations align with ISO/IEC 27001 controls for information asset management and change management, supporting certification evidence collection.

Availability#

Enterprise Plan: Included
Professional Plan: Core template authoring and tenant-scoped visibility included; approval workflows and bulk import/export available as an add-on.

Last Reviewed: 2026-05-26