File Note Templates for Control and Consistency
Claras.ai offers editable templates to streamline your file note creation, ensuring consistency and alignment with your practice’s workflow.
Here’s how to create, edit, and utilise custom templates effectively.
Support practice workflow: Adapt templates to your advice model, ensuring key information is consistently documented.
Improve consistency: Standardise your notes and meeting agendas to effortlessly implement practice standards.
Shared standards: Your team benefits from consistent, repeatable, high quality file notes.
Improve client communication: Utilise the email editor to craft clear, consistent, and action-oriented client emails.
Watch the video here: https://www.loom.com/share/610cc0f6269b40248da28f77fb9c38fa?sid=7211f02c-e039-4db8-abe7-81fcfa7483d1
Access the template library: Log into your Claras account and click the ‘Templates’ icon in the left-hand navigation bar.
Choose a template: Select a base templates to edit or duplicate.
Editing a template: Click on any section to modify content according to your standards. Add required content for compliance, customise the email to include specific points or disclaimers, and update the agenda to guide your meetings.
Save and apply: After editing, save the template for future use. Previous file notes remain unaffected..
There’s two options available.
Create new template: Click ‘New template’ to start a fresh template. You can copy and paste content from existing Word templates or other sources.
Name: Provide a concise, descriptive name for the template (e.g., "Discovery Session" or "Investment Planning Note").
Describe Your Meeting: Write a description of the meeting's purpose and the type of information you will capture. Use this section to outline the structure, such as including tables, bullet points, or specific formatting.
Existing Template (Optional): Copy the content of an existing template and paste its content here. Claras will adapt it into the system’s structure.
Duplicate an existing template: Use the 3-dot menu next to a template and select ‘Duplicate’ to create a new version tailored to your workflow.
Once you’ve filled out the required fields, click the Generate Template button.
Claras will process your inputs and create a reusable template that aligns with your specified structure. For advanced template formatting, refer to the notes below.
Select template: When creating a new note, select the ‘Template’ dropdown menu. Choose the template that suits the meeting type.
Generate note: Import or record your meeting, then generate your file note and email as usual. Claras will populate the note and email draft based on your chosen template.
Finalise: Review and copy the finished note and email as needed.
Create multiple templates for different meeting types or scenarios to streamline workflows
Claras comes pre-built with high quality templates that you can use as a starting point.
Templates are shared with your team to ensure everyone uses a consistent format.
For advanced template formatting, see below.
Review and test your templates by applying them to mock meetings to ensure they generate the desired output.
There are three types of text you can add. Combine these strategically to get the detail and output to suit your file notes.
Regular Text
Static content that will appear exactly as written in every generated document.
Use it for headers, standard phrases, or instructions.
Fill-in Spots
Mark areas where Claras will add specific information dynamically, such as client names, dates, or financial details.
Use round brackets ( ) to define these placeholders.
Helpful Hints
Provide guidance on how Claras should structure or format specific sections of the document.
Use square brackets [ ] to include these hints. These will not appear in the final output but help maintain clarity during template creation.
Example:
I met with (client name) today to discuss (meeting purpose)[Focus on main topics covered].
The client's key concerns were (main concerns)[2-3 primary concerns. Format as bullet points.].
Here’s how to create, edit, and utilise custom templates effectively.
Benefits of Using Templates
Support practice workflow: Adapt templates to your advice model, ensuring key information is consistently documented.
Improve consistency: Standardise your notes and meeting agendas to effortlessly implement practice standards.
Shared standards: Your team benefits from consistent, repeatable, high quality file notes.
Improve client communication: Utilise the email editor to craft clear, consistent, and action-oriented client emails.
Watch the video here: https://www.loom.com/share/610cc0f6269b40248da28f77fb9c38fa?sid=7211f02c-e039-4db8-abe7-81fcfa7483d1
Getting Started
Access the template library: Log into your Claras account and click the ‘Templates’ icon in the left-hand navigation bar.
Choose a template: Select a base templates to edit or duplicate.
Editing a template: Click on any section to modify content according to your standards. Add required content for compliance, customise the email to include specific points or disclaimers, and update the agenda to guide your meetings.
Save and apply: After editing, save the template for future use. Previous file notes remain unaffected..
Creating New Templates
There’s two options available.
Create new template: Click ‘New template’ to start a fresh template. You can copy and paste content from existing Word templates or other sources.
Name: Provide a concise, descriptive name for the template (e.g., "Discovery Session" or "Investment Planning Note").
Describe Your Meeting: Write a description of the meeting's purpose and the type of information you will capture. Use this section to outline the structure, such as including tables, bullet points, or specific formatting.
Existing Template (Optional): Copy the content of an existing template and paste its content here. Claras will adapt it into the system’s structure.
Duplicate an existing template: Use the 3-dot menu next to a template and select ‘Duplicate’ to create a new version tailored to your workflow.
Once you’ve filled out the required fields, click the Generate Template button.
Claras will process your inputs and create a reusable template that aligns with your specified structure. For advanced template formatting, refer to the notes below.
Using a Template in Your File Notes
Select template: When creating a new note, select the ‘Template’ dropdown menu. Choose the template that suits the meeting type.
Generate note: Import or record your meeting, then generate your file note and email as usual. Claras will populate the note and email draft based on your chosen template.
Finalise: Review and copy the finished note and email as needed.
Pro Tips for File Note Templates
Create multiple templates for different meeting types or scenarios to streamline workflows
Claras comes pre-built with high quality templates that you can use as a starting point.
Templates are shared with your team to ensure everyone uses a consistent format.
For advanced template formatting, see below.
Review and test your templates by applying them to mock meetings to ensure they generate the desired output.
Elements for Advanced Template Formatting
There are three types of text you can add. Combine these strategically to get the detail and output to suit your file notes.
Regular Text
Static content that will appear exactly as written in every generated document.
Use it for headers, standard phrases, or instructions.
Fill-in Spots
Mark areas where Claras will add specific information dynamically, such as client names, dates, or financial details.
Use round brackets ( ) to define these placeholders.
Helpful Hints
Provide guidance on how Claras should structure or format specific sections of the document.
Use square brackets [ ] to include these hints. These will not appear in the final output but help maintain clarity during template creation.
Example:
I met with (client name) today to discuss (meeting purpose)[Focus on main topics covered].
The client's key concerns were (main concerns)[2-3 primary concerns. Format as bullet points.].
Updated on: 02/01/2025
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