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Use CoDraft templates when your team repeats the same document structure with different inputs. Good template candidates:
  • Deviation investigation reports.
  • CAPA plans.
  • CAPA effectiveness checks.
  • Validation protocols.
  • Equipment URS documents.
  • Qualification reports.
  • Tech transfer charters.
  • SME interview memos.
  • Meeting briefs.

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What a template is

A CoDraft template is a reusable document with fixed structure and fields for values that change each time. Fields can be simple values, long narrative sections, choices, dates, repeated rows, references, or richer content that Sofie helps fill in chat. Examples of fields:
  • Deviation ID
  • Product
  • Batch number
  • Event date
  • Immediate action
  • Evidence reviewed
  • Root cause assessment
  • CAPA owner
  • Effectiveness criteria
  • SME questions
Use fields for data and sections that change. Keep definitions, instructions, stable section language, and standard review notes as normal template text.

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Design for progressive filling

Progressive filling works best when the template is structured around how users actually gather information. Good progressive templates:
  • Group fields by section or workflow stage.
  • Mark only truly necessary fields as required.
  • Use optional fields for helpful context that should not block finalization.
  • Put source expectations near the field or in AI fill instructions.
  • Separate evidence, assumptions, conclusions, and reviewer questions.
  • Avoid asking for every field before the first draft can start.
For the end-user filling workflow, see Fill templates progressively.

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Create a template from chat

Ask Sofie to create both the document structure and field list. 
Create a CoDraft template for a deviation investigation report. Include fields for deviation ID, product, batch, event date, event description, immediate actions, evidence reviewed, potential root causes, missing evidence, SME questions, CAPA link, and final review notes.
Then review:
  • Headings.
  • Field names.
  • Required versus optional fields.
  • Table structure.
  • Instructions to the person filling the template.
  • AI fill instructions.
  • Header, footer, page number, and branding needs.
  • Sections that should not be filled by AI without review.

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Create a template from an existing CoDraft

1

Open the source CoDraft

Start from a document that has the structure you want to reuse.
2

Identify variable content

Find values that should change each time, such as product, batch, dates, owners, criteria, and evidence.
3

Ask Sofie to convert variables

Ask Sofie to turn those values into clear fields.
4

Review the result

Confirm the fixed text is still useful and the fields are clear.
5

Save as a template

Keep the template in the relevant Workspace when it belongs to a team workflow.
Prompt: 
Convert this CoDraft into a reusable template. Replace project-specific values with clear fields and keep the table structure.

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Write useful fields

Good field names are specific and action-oriented.
Too broadBetter
DetailsObserved event
InfoBatch number
EvidenceEvidence reviewed
ConclusionDraft conclusion for review
OwnerCAPA owner
Field guidance should answer:
  • What value belongs here?
  • What source should support it?
  • Is the field required?
  • Can Sofie infer the value, or should a user confirm it?
  • Should the output be short text, long narrative, a date, a choice, or repeated rows?

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Add AI fill instructions

Use AI fill instructions to tell Sofie how to fill the template. Add instructions when the template has source rules, tone rules, review requirements, or claims Sofie should not infer. Good AI fill instructions: 
Write concise draft language for QA review. Use only source-backed values. If a source is missing, leave the field open and ask for the likely record or SME owner. Do not infer root cause, product impact, release status, or CAPA effectiveness without explicit support.
Avoid instructions that ask Sofie to approve, validate, or certify controlled work unless that language is already part of your approved process text.

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Fill a template from chat

Add the template and source context, then ask Sofie to fill it. 
Fill the deviation report template using this Workspace and CoMeeting. Leave fields open where source support is missing. Add a source gap table at the end.
For controlled work, ask Sofie to fill draft sections conservatively: 
Fill this template as a draft. Do not infer root cause, impact, or effectiveness conclusion. Use fields or comments for unsupported sections.
When the document will take more than one pass, use a progressive draft instead of a one-shot fill: 
Start a progressive draft from this template. Fill the event details and evidence reviewed sections from the current Workspace. Ask for the next missing section only.

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Use the fill-progress rail

When a template becomes a progressive draft, the CoDraft editor shows Fill progress. Use it to:
  • See required and optional fields.
  • Edit simple fields directly.
  • View Sofie-drafted values.
  • Confirm one suggested value.
  • Use Confirm all after review.
  • Continue the fill conversation with Sofie.
  • Finalize the document when all required fields are ready.
Simple values can be filled directly in the rail. Long narrative sections, repeated rows, references, and structured content are usually better filled with Sofie in chat.

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Use templates in Orchestrations

Templates work well as Orchestration outputs. Example: 
Build an Orchestration that fills this CAPA effectiveness template. Required inputs should include CAPA plan, effectiveness criteria, observation window, metric CoSheet, and Workspace. Add human review before final conclusion.
Use clear required fields and AI fill instructions before connecting a template to an Orchestration.

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Use document branding in templates

Templates that include brand styling can use the logo and colors configured for the user generating the document. Sofie applies branding in this order:
  1. Personal branding, when enabled and set.
  2. Group branding.
  3. Organization branding.
Blank personal or group fields inherit from the next level. See Document branding for administrator setup and Personal document branding for user settings.

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Review a filled template

Before export or sharing, check:
  • Required fields are filled.
  • Blank fields are intentional.
  • Sofie-suggested values are confirmed.
  • AI-generated sections are marked for review where needed.
  • Tables preserve source references.
  • Comments or suggestions are resolved.
  • Header, footer, and page numbers look right.
Pre-export prompt: 
Review this filled template. List blank fields, unconfirmed suggestions, unsupported statements, source gaps, sections needing SME review, and formatting issues.

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Maintain templates

Update templates when:
  • Your document structure changes.
  • Reviewers ask for new sections.
  • A recurring source gap should become a field.
  • The template has ambiguous fields.
  • A section invites unsupported conclusions.
  • Sofie repeatedly asks for the same missing context.
Keep template names clear, such as Deviation investigation report template or CAPA effectiveness check template.