# Your Word export template

URL: https://engiprose.com/help/set-up-your-firm/word-export-template
Updated: 2026-08-31
Audience: admin

Upload your firm's Word file so exports open as your own document, and read the token checklist that decides when it's ready.

This is the Word file itself: the styled `.docx` your exports get patched
into. It's a different thing from Proposal Templates, which define a
proposal's default section list. Organization Admin or Admin manages it from
Settings.

:::checklist title="What you'll do"
- Upload your firm's Word template
- Read the token checklist
- Activate the template, or fix what's blocking it
:::

## Upload your template

Open **Export Template**, under Settings, and drag your firm's `.docx` or
`.dotx` file onto the drop zone (or an already-active template shows
**Replace template** instead). Your template should contain tokens like
`{{proposal_body}}` written into the document wherever that content should
go; the full list of recognized tokens is below. Download the **Download
token guide** link at the top of the page for how to place tokens in Word.

## The token checklist

After upload, EngiProse checks the file and shows a token checklist: which
tokens it found, and which are missing.

:::annotated-figure src="/help-figures/set-up-your-firm/word-export-template-1.png" alt="The Token checklist showing all eight tokens found, one unrecognized token, site_supervisor, noted as not a known token, and the uploaded template's row marked Active with Test export and Re-upload buttons" caption="A complete token checklist on an active template" route="/admin/settings/export-template"
1. `proposal_body` is the only required token; the rest are optional
2. A found token, checked off with its placeholder spelling
3. An unrecognized token is left as typed in exports, not an error
4. The template row: Active, with **Test export** and **Re-upload**
:::

Eight tokens are recognized: `proposal_body`, `proposal_number`,
`proposal_title`, `client_name`, `client_contact`, `date_long`,
`prepared_by`, and `org_name`. Of those, only `{{proposal_body}}` is
required; every other token is optional. A token your template uses that
isn't on this list is left exactly as typed when a proposal exports; it
isn't an error.

## Cannot activate yet

If `{{proposal_body}}` isn't found, the template stores but won't activate:

:::warning title="Cannot activate yet"
"Add {{proposal_body}} to the template and re-upload to activate."
:::

:::figure src="/help-figures/set-up-your-firm/word-export-template-2.png" alt="The token checklist with proposal_body marked not found (required), the Activate template button disabled, and a Cannot activate yet warning naming the fix" caption="A template missing the required token" route="/admin/settings/export-template"
:::

Add `{{proposal_body}}` to the document in Word, then use **Replace
template** to upload the corrected file and check it again.

## Replace or re-upload

"Uploads are a snapshot. Edits made to the file in Word need a re-upload."
Editing the `.docx` on your computer doesn't change what EngiProse has
stored; re-upload it every time you change the file.

::::faq title="Common questions"
:::q question="What happens if I never upload a template?"
Exports still work: without an active template, EngiProse produces the
document with its own default styling, not your firm's.
:::
:::q question="Can I have more than one export template?"
No. An organization has exactly one export template. **Replace template**
or **Re-upload** swaps the stored file in place, and the row shows
**Disabled** until you click **Activate template** again.
:::
::::