Templates & Sharing¶

Two distinct things live on this page:

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.
Sharing turns one of your existing documents into a public link other people can read (and optionally save their own copy of).

They use different buttons, different storage, and different ideas of "public."

Templates¶

The gallery¶

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

Recents — templates you imported most recently. Guests get this too, stored on the current device only.
Official — templates maintained by the deployment (e.g., USAF Memo, DAF Form 1206).
Popular — templates published by other users on this instance.

Filter, search, and sort the catalog from the gallery controls. Your choices persist across reloads. Starring a template is a bookmark: a starred-only filter narrows the sections above to what you've starred, and the stars follow your account across devices.

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 in the document's ⋮ menu — or the publish action on the document's row in the sidebar — to add it to the gallery. Once published, that entry reads Manage Template. The form asks for:

Template Title — required, up to 200 characters.
Description — optional, up to 2000 characters.
Tags — optional keywords people can filter the gallery by (award, training, 55th wing). The document's format is attached as a fixed tag.

The server enforces both length limits and rejects an over-limit submission.

Publishing puts the document in front of everyone on the instance, so the form ends with an attestation: it asks whether the document contains sensitive data or offensive content, and the Publish button appears only when you answer No. Scrub names, contact details, and real case facts out of anything you publish as a starting point.

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

When your source document drifts from the snapshot, a banner reading "Your document has unpublished changes" appears over the editor with two actions:

Update Template — republishes 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 snapshot, discarding the unpublished changes.

Unpublish, in the Manage Template dialog, removes the template from the gallery. The linked source document goes with it.

A template's star count is public — it shows on the template's card in the gallery.

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: 524,288 bytes (512 KB) per document.
Template title: 200 characters.
Template description: 2000 characters.

The server rejects an over-limit 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.