> ## Documentation Index
> Fetch the complete documentation index at: https://klarity.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Using and editing templates
> Control how Klarity captures and presents process information — the output structure and how the AI Interviewer behaves — using the Templates Editor.
export const NeedHelp = () =>
Need help? Use the in-app chat — click the chat bubble in the bottom-right corner of Klarity Architect (staffed 24×5) — or email support@klarity.ai.
;
The Templates Editor lets Workspace Admins control how Klarity structures and presents process information — defining the structure of the output document and how captured inputs are ingested and analyzed. Use it to make Klarity's outputs match your organization's documentation standards.
This is the deeper dive on templates. For the bigger picture of tailoring Klarity — Context Store plus custom templates as repeatable input → analysis → output workflows — see [Tailoring Klarity for non-standard use cases](/docs/user-docs/advanced/tailoring-for-non-standard-use-cases).
## Choosing a template
Klarity's built-in templates line up with the three phases of process work — **Discover** (represent current state), **Structure**, and **Improve** (find improvements, risks or design the future). Start by asking what you're trying to do, then pick the matching template:
**Represent current state (Discover)**
* **SOP** — detailed step-by-step guide for how a process is done today.
* **PDD (Process Definition Document)** — scope, executive summary, and high-level flow.
**Analyze risks & breakdowns (Structure)**
* **SOX Narrative** — outlines the steps, identifies risks, evaluates controls, and summarizes control gaps. For compliance and audit.
**Design the future state (Improve)**
* **Automation Assessment** — identifies automation opportunities with recommendations, estimated ROI, and implementation difficulty.
* **BRD (Business Requirements Document)** — consolidates current state, pain points, technical requirements, system flows, and expected benefits.
* **User Story templates** — auto-generate user stories from a BRD for development sprints.
**A few things to keep in mind:**
* **Define your goal first** — observe, analyze, or improve? That points you to the right template.
* **Have an SME or Process Owner validate** the output for accuracy before relying on it.
* If none of the built-ins fit, you can customize or build your own — see below.
## Two kinds of templates
* **Klarity templates** — pre-built, optimized for common documentation needs (SOPs, BRDs, etc.). You can't edit these directly, but you can **duplicate** one and customize the copy.
* **User templates** — your own templates, with full control over structure, fields, and how inputs are ingested and analyzed.
## Creating a custom template
1. **Open the Templates Editor.** In workspace settings, select **Templates** (or Templates Editor).
2. **Start from scratch or duplicate.** Build a blank template and add fields, or copy an existing Klarity or User template as a starting point — duplicating is usually faster.
3. **Define the structure.** Add the sections and fields that determine what the Interviewer captures:
* Text fields for descriptions and narratives
* Structured fields for systems, roles, time estimates
* Multi-select fields for categorization
* Custom fields for organization-specific data points
4. **Configure the AI Prompt Editor.** This controls how inputs are ingested and analyzed for this template — how captured information is interpreted and structured into the output (more below).
5. **Test and iterate.** Run a test capture with the new template to confirm it produces the structure and quality you want, then refine.
## The AI Prompt Editor
This is what makes a template more than a static form — it shapes how your inputs are ingested and analyzed, and how the result is structured. It does not change the live interview (which questions the AI Interviewer asks, or how many follow-ups):
* **Ingestion & analysis** — how captured recordings, uploads, and other inputs are interpreted when the document is generated.
* **Output format** — how the analyzed information is structured in the final document.
* **Terminology** — your organization's specific terms and naming conventions.
**Best practices:** start from a Klarity template and modify incrementally; test with representative processes before rolling out broadly; and iterate based on output quality across different process types.
## Managing templates
* Templates can be **shared across workspaces** within the same organization.
* **Archive** templates that are no longer in use rather than deleting them.
* For major changes, create a **new template version** rather than overwriting.
* **Assign default templates** per department or process area for consistency.
## Where to go next
Context Store + custom templates, the full picture.
Where templates get used during capture.