Deep Space · User guide

Notice Templates

Start every new notice with the right recipients and your standard wording.

Version 1.0 · October 2026 · For client portal users and builder project teams who issue notices

1. What notice templates do

Many notices go to the same people every time and follow the same structure. A notice template stores that starting point once, for one notice type on one project. Every new notice of that type then opens already filled in.

A template holds two things:

Recipients. The people or companies the notice goes to, each marked To or FYI. This can include one-off external email addresses, such as an engineer who is not in the project directory.
Starting text. The opening wording for the notice's main text box, for example the Instruction on a Client Instruction or the Question on a Request for Information.

Everything else on the notice, such as the subject, category and due date, starts blank as usual. Everything the template fills in stays editable before you issue.

Your templates belong to your organisation. A client organisation's templates are used only by that organisation, and the builder's templates only by the builder. Neither side sees or inherits the other's. Each project has its own set.

2. Who can set up templates

Where you work	Who can create, change or clear templates	Who gets the pre-filled notices
Client portal	Users whose portal role includes Manage Team	Everyone in your organisation who issues that notice type on the project
Builder side of Deep Space	Workspace managers, company administrators, and anyone your administrator allows to configure notice types	Everyone on the builder's team who issues that notice type on the project

If you don't see the Templates button, you can still use the templates your organisation has set up. Ask your administrator if you need to change them.

3. Set up a template

Open the project and go to Notice. Click Templates at the top of the page, next to + New notice.

The Notices page with the Templates button next to + New notice — Figure 1. The Templates button on the project's Notices page.

On the left, choose the notice type. Each type shows Template set or Not set. The list shows the notice types your organisation can issue on this project.
Click the Recipients box to open the picker, then choose who the notice should go to:
- Search for a person or company, or browse the companies on the project.
- Tick a company to send to the whole company, or expand it to pick individual people.
- To add someone who is not in the project directory, open Add external recipient (one-off). Enter their name, email and company, choose To or FYI, and click Add.
Click Done when you have everyone.

The recipient picker listing project companies, with the option to add an external recipient — Figure 2. Choosing recipients. External one-off recipients are added at the bottom of the list.

To or FYI? To recipients are expected to respond, and the notice stays open until each of them has. FYI recipients receive a copy but don't need to respond. Click the To or FYI label on a recipient to switch it.

Type the starting text in the main text box, for example the headings you fill in on every notice. The text is plain, and blank lines between headings are kept.
Click Save. The footer shows Template saved, and the type now shows Template set.

A saved Client Instruction template with two recipients and five headings in the Instruction box — Figure 3. A saved Client Instruction template with a To recipient, an FYI recipient and standard headings.

4. Issue a notice from a template

On the project's Notices page, click + New notice and choose the notice type.
The notice opens with a blue banner: Pre-filled from your … template. The recipients and starting text are already in place.
Fill in the subject and the other fields. Complete the text, and add or remove recipients as needed for this notice.
Issue the notice as usual. The confirmation step lists exactly who it will be sent to.

A new Client Instruction pre-filled from the template, with the banner and the Clear link — Figure 4. A new Client Instruction opened from the template. Click Clear in the banner to start blank instead.

Start blank instead: click Clear in the banner. The pre-filled recipients and text are removed from this notice only. The template itself is not changed.
Nothing is saved until you choose to. If you close a pre-filled notice without changing anything, no draft is left behind.

Templates apply to a fresh + New notice only. A notice started from another record keeps its own details. Examples are a Client Instruction raised from an RFI, a notice raised from a variation, or a notice raised from an email.

5. Change or remove a template

Change it: open Templates, choose the type, edit the recipients or text, and click Save.
Remove it: open the type and click Clear template, then confirm. New notices of that type start blank again.

Changes apply to new notices from then on. Notices already issued, and drafts already started, are never changed by editing or clearing a template.

6. For builder project teams

Builders set up templates the same way, from the Templates button on the project's Notices page. The list includes every notice type the builder issues.

The builder's Notice templates window listing all notice types, with a Request for Information template set — Figure 5. The builder's templates, with a Request for Information template set.

A new Request for Information pre-filled from the builder's template — Figure 6. A new Request for Information opened from the builder's template.

The builder's templates and each client organisation's templates are kept apart. A client's Client Instruction template never fills in a notice the builder raises, and the builder's templates never reach the client portal.

7. Questions and answers

I can't see the Templates button.

Setting up templates needs Manage Team on your portal role, or administrator rights on the builder side. Ask your administrator. Without the button, your new notices still pre-fill from any template your organisation has set.

My new notice didn't pre-fill.

Check that you used + New notice on the same project and chose the same notice type the template is for. Notices started from another record, such as an RFI, a variation or an email, don't use templates.

Can a template include someone outside the project directory?

Yes. Add them with Add external recipient (one-off). They receive the notice by email only and don't get access to Deep Space.

If I change a template, does it change notices I've already sent?

No. Issued notices keep exactly what was sent, and drafts you have already started are not touched.

Can I format the starting text, for example with bold or bullet points?

The starting text is plain text. Use headings on their own lines with a blank line between them, as in Figure 3.