Letter templates
Letter templates let you manage your organisation's standard letters. A template is a reusable layout with merge fields (such as the client's name) that are filled in automatically when you compose a letter from it. The screen is meant for organisation administrators and practitioners who manage letters.
Overview
| Route | /organization/letter-templates, /organization/letter-templates/new, /organization/letter-templates/:id |
| Audience | Practitioner / organisation administrator |
| Required permission | letter_templates.manage |
The overview lists every template in a table. A template moves through three statuses: Draft (being edited), Active (usable for new letters) and Archived (no longer usable). An archived template can no longer be edited.
How it works
A template is not a finished letter but a reusable layout with merge fields. The template itself holds no client data; that data is only filled in the moment you compose a letter from it. Once you understand this model, you also understand why a template has a lifecycle and why you never send a template directly.
Merge fields and where their data comes from
A merge field is a placeholder that is automatically replaced with real data when you compose a letter. The available fields are grouped by category; the data always comes from the context of the letter you are composing:
| Category | Examples | Source of the data |
|---|---|---|
| Client | name, address, date of birth | The client in whose record you compose the letter. |
| Practitioner | name, function, AGB code, BIG registration | The signed-in practitioner composing the letter. |
| Organisation | name, address, KvK number, logo | Your organisation's settings. |
| Date | date (short/long) | The day the letter is composed. |
| Care trajectory | name, start and end date, diagnosis, lead practitioner | The client's care trajectory. |
| Referrer | name, type, AGB code, referral date | The client's referral details. |
| Care request | presenting complaint, request for help, goals | The client's care request. |
| Form answers | answer per question | The client's completed forms. |
If a field has no value at composition time (for example a client without a referrer), Scrivio simply leaves that spot blank — no placeholder or temporary text remains. Use Preview to check up front which fields are filled and which stay empty, so you don't send a half-finished letter.
Lifecycle and why archiving leaves existing letters untouched
The three statuses determine what you can do with a template:
| Status | Editable? | Usable for new letters? |
|---|---|---|
| Draft | Yes | No — activate it first. |
| Active | Yes | Yes. |
| Archived | No (read-only) | No. |
When you compose a letter from an active template, Scrivio takes a snapshot: the merged content and the values filled in at that moment are stored in the letter itself. The letter is then decoupled from the template. If you later edit or archive the template, previously composed letters do not change with it — they keep their own version. Archiving therefore only takes a template out of use for new letters; it does not rewrite history.
From template to sent letter
A template is the starting point, not the end point. You don't send from this screen: you open a client's record, compose a letter there with an active template (filling in the merge fields) and then send it securely via Zivver. Composing and sending is a separate journey — see the Drafting and sending a letter journey. Zivver must be connected on the Integrations screen for this.
Create template
Click New template at the top right to open a blank template. Fill in the fields and save; the template starts as a Draft.
| Field | Required | Description |
|---|---|---|
| Name | Yes | The name the template appears under in the overview. |
| Description | No | A short note on the purpose of the template. |
| Content | No | The letter body with formatting and merge fields (see Edit content). |
Edit template
In the overview, click a row or the edit icon to open a template in the editor. Here you change the name, description and content. Changes are only kept once you save as draft. If you leave the page with unsaved changes, Scrivio asks for confirmation. An archived template is read-only.
Duplicate template
The duplicate icon in the overview creates a copy of an existing template. The copy gets the Draft status so you can adjust the content without touching the original. Handy for basing a new letter on an existing one.
Archive template
The archive icon takes a template out of use. Scrivio asks for confirmation first. An archived template can no longer be used for new letters and can no longer be edited; existing letters are unchanged. Use the status filters to find archived templates again.
Filter by status
Above the table, tabs let you filter the list by status: All, Active, Draft and Archived. Each tab shows the number of templates in that status. By default you see all templates.
Sort
Click a column header to sort the table; click again to reverse the order. You can sort by Name, Status and Last modified. The list defaults to last modified, newest first.
Edit content
In the editor you compose the letter body with a formatting toolbar: headings, bold, lists and text alignment. Alongside plain text you insert merge fields that are filled in automatically per letter (see Insert merge field).
Insert merge field
The merge-field button in the toolbar opens a searchable list of available fields, grouped by category. Pick a field to insert it at the cursor position. When you compose an actual letter, the field is replaced by the matching data, for example the client's name.
Save as draft
Save as draft stores your changes without activating the template. The template stays in Draft status and is not yet usable for new letters. A name is required before you can save.
Activate
Activate moves a template from Draft to Active. Unsaved changes are saved first. Only after activation can you use the template to compose letters. The action is available only for templates with the Draft status.
Preview
Preview opens a window showing how the letter looks with the current formatting and merge fields. This lets you check the result before activating or using the template.
Send via Zivver
You don't send a template directly. You use an active template to compose a letter in a client's record; that letter is then sent securely via Zivver. Composing and sending a letter is a separate journey — see the Drafting and sending a letter journey. Zivver must be connected on the Integrations screen for this.