{% extends 'base.html' %} {% block title %}Document Templates – IT Asset Management{% endblock %} {% block breadcrumb %}
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    • {% endblock %} {% block content %}

    Document Templates

    Upload Template
    Upload .docx Word files with {{ variable_name }} placeholders. When creating paperwork, the system fills them automatically from user / asset data. All generated documents can be regenerated with masked PII if a user leaves the company.
    {% if templates %}
    {% for tpl in templates %}
    {{ tpl.name }}
    {% if tpl.category %} {{ dict(doc_types)[tpl.category] if tpl.category in dict(doc_types) else tpl.category }} {% endif %}
    {% if tpl.description %}

    {{ tpl.description }}

    {% endif %}
    {% set vars = tpl.variables %} {% if vars %} {{ vars | length }} variable(s): {% for v in vars[:5] %}{{ v }}{% endfor %} {% if vars | length > 5 %}+{{ vars | length - 5 }} more{% endif %} {% else %} No variables detected {% endif %}
    View Download {{ tpl.paperwork_docs.count() }} doc(s) generated
    Uploaded {{ tpl.created_at.strftime('%d %b %Y') }} {% if tpl.created_by %} by {{ tpl.created_by.username }}{% endif %}
    {% endfor %}
    {% else %}
    No templates yet. Upload your first template.
    {% endif %}
    Available Template Tags

    Place these tags inside your .docx file exactly as shown. The system replaces them with live data when a document is generated.

    Value / Description Tag to place in document Notes
    User
    Full name {{ user_name }} Replaced with [MASKED] after GDPR erasure
    Email address {{ user_email }} Replaced with [MASKED] after GDPR erasure
    Phone number {{ user_phone }} Replaced with [MASKED] after GDPR erasure
    Department {{ user_department }} Retained after masking
    Job title {{ user_job_title }} Retained after masking
    Office / location {{ user_location }} Retained after masking
    Windows / AD ID {{ user_windows_id }} Permanent anchor — always retained
    Employee ID alias {{ user_employee_id }} Same as user_windows_id
    Asset
    Serial number {{ asset_serial }}
    Service tag {{ asset_service_tag }}
    Internal asset tag {{ asset_tag }}
    Brand {{ asset_brand }} e.g. Dell, Lenovo, HP
    Model {{ asset_model }} e.g. Latitude 5540
    Asset type {{ asset_type }} e.g. Laptop, Desktop, Monitor
    Operating system {{ asset_os }} e.g. Windows 11 Pro
    Warranty expiry {{ asset_warranty_expiry }} Format: dd/mm/yyyy
    Asset location {{ asset_location }}
    Assignment
    Assignment date {{ assignment_date }} Format: dd/mm/yyyy
    Assignment record ID {{ assignment_id }}
    Return date {{ return_date }} Format: dd/mm/yyyy — blank if not yet returned
    Document & Company
    Document date {{ document_date }} Date the document was generated (dd/mm/yyyy)
    Document number {{ document_number }} Paperwork record ID
    Company name {{ company_name }} Set via COMPANY_NAME env variable
    Company address {{ company_address }} Set via COMPANY_ADDRESS env variable
    Generated by (admin) {{ admin_name }} Username of the staff member who created the document
    Tags use double curly braces — type them directly inside your Word document. Tags that are empty at generation time are replaced with a blank string. PII tags (user_name, user_email, user_phone) are automatically blanked when a user record is masked for GDPR compliance.
    {% endblock %}