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Templates & Sharing

Two distinct things live on this page. Don't conflate them:

  1. Templates are the catalog of reusable starting points in the gallery. Importing a template creates a new document seeded with the template's content. Publishing a template adds your document to the catalog.
  2. Sharing turns one of your existing documents into a public link other people can read (and optionally save their own copy of).

The two surfaces use different buttons, different storage, and different ideas of "public."

Templates

Open the gallery from the + button in the sidebar. It shows:

  • Official templates maintained by the deployment (e.g., USAF Memo, DAF Form 1206).
  • Popular templates published by other users on this instance.
  • Starred — templates you've starred for quick access (synced across devices when signed in).
  • Recents — templates you imported most recently. Guests get this too, stored on the current device only.

Filter, search, and sort the catalog from the gallery controls. Your choices persist across reloads.

Importing a template

Click a template, then Create. The app creates a new document with the template's frontmatter and body, and opens it in the editor. Templates can be re-imported any time — each import creates an independent document copy.

Using a template with an AI

If the deployment has AI integration enabled, a template's detail pane (open the gallery, pick a template) shows a Copy for AI chat button. It copies a short instruction — built around the template's short code — that you paste into a connected AI assistant. The assistant calls the get_template tool to load that exact template, then drafts the document with you and hands back a link to claim. See AI Integration for the full flow.

Publishing a template

Use Publish as Template (in a document's options menu) to add it to the gallery. The form asks for:

  • Template Title (up to 200 characters)
  • Description (up to 2000 characters)

Both fields are required. The 200- and 2000-character limits are enforced when you publish (the server rejects an over-limit submission).

Publishing creates a snapshot. Later edits to your source document do not change the published template until you republish.

  • Update Template — when your source document has changed since publishing, a divergence banner offers this action to update the published template from your current source document. Anyone who imports the template afterward gets the new content; existing imports are unaffected.
  • Reset to Published — rolls your source document back to the content of the last published snapshot. Useful when you've experimented locally and want to revert.
  • Unpublish — removes the template from the gallery. The linked source document goes with it.

Stars on a template are public counts visible to the template's author.

Sharing a document

A document is private to you by default. Use Share in the top bar to open the share dialog, switch the document to Shared, and copy its link. Anyone with the link can read the document (on deployments that disable guest viewing, the reader must be signed in); only you can edit. Read-only viewers see a Save Copy action that creates their own independent, editable copy.

Sharing a document is not the same as publishing a template:

  • A shared document is a single read-only artifact reachable by URL. It does not appear in the gallery.
  • A published template appears in the gallery and can be imported by anyone allowed to see it.

Use sharing for one-off reviews and forwarded drafts. Use publishing when you want the document reused as a starting point.

Forking (Save Copy)

Anyone reading a shared document can save their own copy of it (the in-app action is labeled Save Copy). The copy is a new document owned by them; the original is untouched.

Common reasons to copy:

  • Customize a shared draft you don't own.
  • Branch a document for a parallel revision.
  • Start from a colleague's example without disturbing theirs.

Storage limits

  • Document body: 512 KB per document.
  • Template name: 200 characters.
  • Template description: 2000 characters.

Save is rejected past the limit — the server returns an error when you save or publish.

Privacy summary

  • Private documents are visible only to their owner.
  • Shared documents are visible to anyone with the link (or, on deployments that disable guest viewing, to any signed-in user). URLs cannot be enumerated or guessed.
  • Published templates are visible in the gallery to everyone allowed to see it on this instance.

For exact data flow, table by table, see the host organization's privacy notice.