# Disclosure Templates

In any Subject Access Request (SAR) response, the disclosed data is accompanied by a disclosure pack, this pack consists of the covering letter and the specific policy documentation that explains *why* and *how* that data is being processed. Because certain sections of the cover letter and policies will be consistent across all your responses, Workplace AI uses disclosure templates to standardize the "wrap-around" content for every SAR response. 

When a disclosure is generated, Workplace AI performs a "mail merge," replacing placeholders within the templates with the specific details of the SAR response. 

{% hint style="info" %}
These templates are required content. Because they contain the legal justifications and contact details included in every disclosure, we recommend they're configured before disclosing.
{% endhint %}

#### Managing your disclosure templates

To manage your disclosure templates navigate to SAR > Settings > Disclosure Templates. The Disclosure Templates section allows you to standardize the "wrap-around" content for every SAR. 

There are two templates that can be configured:

1. **The Cover Letter & Inventory:** This template governs the formal letter sent to the requester. It typically includes your branding, the unique case reference, and the Data Schedule/Inventory (a summary of what is being shared and any redactions made).
2. **The Policy Document:** This template houses the "fine print." It is where Workplace AI adds universally applicable policies that explain your data retention and processing justifications. 

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#### How to Configure Your Templates

1. **Download**: Start by clicking "Download default template" to see a baseline version.
2. **Customise**: Open the file in Microsoft Word. Add your company logo, headers, footers, and any standard "boilerplate" text that never changes (e.g., your head office address).
3. **Map Data**: Insert the Placeholders (listed below) exactly where you want the dynamic data to appear.
4. **Bookmark**: For the system to "read" the placeholders, you must highlight the placeholder text in Word and add a Word Bookmark with the exact same name.
5. **Upload**: Use the Replace button in the UI to upload your finished `.docx` file.

<table><thead><tr><th width="207.77777099609375">Placeholder</th><th>Description</th></tr></thead><tbody><tr><td>[CaseRef]</td><td>The unique ID for this specific SAR request.</td></tr><tr><td>[Started]</td><td>The date the response was moved from New to In Progress</td></tr><tr><td>[Assignee]</td><td>The primary owner of the SAR request</td></tr><tr><td>[ContactFirstName]</td><td>The first name of the person communicating with us (Subject or 3rd Party).</td></tr><tr><td>[ContactLastName]</td><td>The last name of the person communicating with us (Subject or 3rd Party).</td></tr><tr><td>[SubjectForename]</td><td>The first name of the data subject</td></tr><tr><td>[SubjectSurname]</td><td>The last name of the data subject</td></tr><tr><td>[Address]</td><td>The address of the data subject</td></tr><tr><td>[CoverMessage]</td><td>Populated with the cover message created at the point of disclosure</td></tr><tr><td>[UniversalPolicies]</td><td>Populated with policies configured in Universal Policies</td></tr><tr><td>[SubjectPolicies]</td><td>Populated with policies configured for that subject type</td></tr></tbody></table>