A template is a reusable base structure that your team can use repeatedly across multiple deals or transactions. Templates contain consistent content, layouts, and settings that serve as the foundation for your sales process or document workflows.

A document (or Deal Room) created from a template is a customer-specific instance. When you create a document from a template, you start with the template's structure but then customize it with buyer-specific information, pricing, names, and details. The original template remains unchanged and available for the next use.

Think of it this way: the template is your blueprint; each document created from it is a unique custom version of that blueprint. This distinction is critical because editing a template affects all future documents created from it, not existing ones.

To remove any ambiguity about whether you're editing a template or an individual document, GetAccept displays a persistent blue status banner in the editor when you're editing a document template. The banner shows the message "You are editing a template," along with a reminder that:

This visual cue gives you a clear distinction between editing a template and editing an individual document, so you can make changes with confidence and avoid accidentally modifying the master template when you only meant to tweak one deal's document.

You can control who in your organization can access and use each Deal Room template by setting it as either Public or Private. This Public/Private access setting applies to Deal Room templates only. Contract templates do not have Public/Private visibility settings and use a different access model - see the section below for details.

A Public Deal Room template is visible and usable by all users in your entity. Any user can find it in the Content Library and create a new Deal Room from it. Public Deal Room templates are ideal for standardized processes that your entire sales or operations team should follow.

Who can access: All users in your entity

Best for: Standard Deal Room structures and repeatable processes that every team member needs

A Private Deal Room template is visible only to administrators and the user who created it. Private Deal Room templates are useful for templates under development, specialized workflows for specific teams, or sensitive content that shouldn't be broadly available.

Who can access: Administrators and the template creator only

Best for: Deal Room templates being tested, team-specific processes, confidential structures, or templates not yet ready for company-wide use

When creating or editing a Deal Room template, you'll see an access setting in the template configuration. Select either Public or Private based on your needs. Admins can change a Deal Room template's access between Public and Private at any time.

Contract templates do not have Public or Private visibility settings. The Public/Private concept only applies to Deal Room templates. If you are managing a Contract template, you will not see the option to set it as Public or Private - those settings do not exist for Contract templates.

For details on creating and managing Contract templates, see Create a Contract Template.

Critical content in templates , such as pricing, legal disclaimers, branding elements, or company boilerplate , should remain consistent across all documents created from that template. GetAccept allows you to lock content blocks so that users cannot edit them when building a document.

When a content block is locked, users can still see it and include it in their document, but they cannot modify the text, formatting, or structure. Only administrators or the user who locked the block can unlock it to make changes.

Lock content blocks for:

While editing a template, select the content block you want to lock and apply the lock option available for that block. Users creating documents from this template will see the locked content but won't be able to edit it.

As your template library grows, finding the right template quickly becomes important. Content tags let you label and organize templates so users can filter and search efficiently in the Content Library.

Administrators set up tag categories , for example, "Process," "Segment," "Content Type," or "Language" , and then apply individual tags within each category to templates. Users can then filter templates by one or more tags to narrow down what they see.

Navigate to Settings (top-right profile image) → Entity Settings → Content Tags. Here you can:

When creating or editing a template, you'll see a tags field. Select relevant tags from the available categories. When users browse the Content Library, they can filter by any combination of tags using AND logic (e.g., "Enterprise" AND "SaaS" AND "Q1-2025").

For full details on using content tags, see How to Use Content Tags in GetAccept Deal Room.

Rather than editing an existing template and affecting all future documents created from it, you can duplicate the template to create a new, independent variation. Duplicating is useful when you want to:

The duplicated template is a complete copy , it has its own settings, content, tags, and access level. Changes to the original template do not affect the duplicate, and vice versa.

From the Content Library, locate the template you want to duplicate. Click the action menu (three dots) next to the template name and select Duplicate. GetAccept creates a copy with a name like "Original Template - Copy." You can then rename it, adjust tags, change access level (for Deal Room templates), and make any edits you need.

For detailed instructions, see How to Duplicate or Reuse a Template.

Over time, templates become outdated as your processes evolve. When you no longer need a template, you have options for retiring it. The available approach depends on the template type.

For Deal Room templates, change the access setting to Private rather than deleting it. This hides the Deal Room template from regular users while keeping it in your system for reference or recovery. Private Deal Room templates are invisible in the Content Library for most users, but administrators and the template creator can still access them.

Use this approach when:

Note: Because Contract templates do not have Public/Private visibility, you cannot "make private" a Contract template. To retire a Contract template, deletion is the available option.

Deleting permanently removes a template from your GetAccept account. Deleted templates cannot be recovered. However, documents or Deal Rooms already created from that template remain unaffected and continue to function normally.

Use this approach when:

An important note: deleting or making a template private does not affect documents or Deal Rooms already created from that template. Active documents continue to work, can be edited, and can be sent. This separation between template and document is by design , it protects active customer work from changes to your template library.

A well-organized template library makes it easy for your team to find and use the right template. Follow these best practices:

Be descriptive and consistent: Use clear names that describe the template's purpose, not generic labels like "Template 1." Good examples: "Enterprise SaaS Proposal Q1 2025," "NDA - Standard," "Discovery Call Follow-up Room."

Include process stage or type: Prefix names with the stage they belong to, such as "1-Discovery," "2-Proposal," "3-Contract," or "HR-Onboarding Agreement."

Add version numbers if you maintain multiple versions: Use clear version indicators: "Proposal Template v2024" and "Proposal Template v2025" are clearer than "Proposal Template Old" and "Proposal Template New."

Avoid jargon or abbreviations unless universally known: Your entire team should understand template names at a glance without needing to open them.

If you create many templates, organize them into folders by category (e.g., "Sales Documents," "HR Documents," "Legal," "By Industry"). Folders reduce scrolling and help users navigate intuitively.

Create a tag structure that covers the dimensions your team filters by , such as document type, sales process stage, customer segment, industry, or language. Avoid over-tagging; 3-5 well-chosen tags per template is more useful than 10 generic ones.

Consider maintaining a simple reference document (internal wiki, spreadsheet, or shared doc) that explains: which template to use for which scenario, who owns updates to each template, when templates are deprecated, and where to find replacements. This reduces confusion and onboarding time for new team members.

GetAccept supports conditional template selection, which automatically suggests or filters templates based on data in your CRM. For example, you can configure rules like "if the deal size is over $100K, show Enterprise templates only" or "if the customer industry is Healthcare, show HIPAA-compliant templates."

This feature is particularly powerful in Salesforce, HubSpot, Microsoft Dynamics, Pipedrive, and Upsales integrations. It reduces friction by showing users only the most relevant templates for each opportunity.

For details on setting up conditional template selection for your specific CRM, see:

To maintain a healthy, well-governed template library:

Deal Room Template Overview
Create a Contract Template
How to Use Content Tags in GetAccept Deal Room
​ How to Duplicate or Reuse a Template