Create and configure document templates

As an administrator, you can create and configure one or more document templates for each document class.

A document template can have:

  • a default title
  • default values for its properties
  • a default description
  • default attachments (one attachment in Team Folders and Secured Folders, up to five attachments in Document Management libraries)
  • a default folder (only in Secured Folders and Document Management libraries)

When creating a new document in the library, users can select an existing document template instead of creating a blank document. The property values, description and attachments of the document template are copied into the new document. Learn more: Create documents from a template.

After creating a template, you may want to set it as the default for your document class or restrict its visibility for document creators. Learn more: Manage your document templates.

This article explains how to:

 Access the list of templates in a document class
 Create document templates
 Configure your document templates
 Configure your document templates: visual example

Access the list of templates in a document class

1. Open the library administration interface. 

2. Select Document classes.

3. To open the templates panel you can do one of:

  • Select Edit templates in the More actions menu next to the document class you want to configure.

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  • Press the name of a document class to open the document class configuration, then select Templates.

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Create document templates

1. In the templates panel, press the Create template button.

2. In the Create new template pop-up, enter a name for your template.

Note: The name must be unique within a given document class. You can't have two templates with the same name in the same document class.

3. Press Create. 

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Note: When you create templates, users will still see the blank document class option when they create a new document, unless you set a template as the default


Configure your document templates

1. Press a template name or select Configure template in the More actions menu.

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2. The template configuration panel opens. To configure your template you can:

  • add properties, attachments and a description – when a user creates a document from the template, these elements will be defined in the new document.

Note: You can add only one attachment to templates for Team Folders or Secured Folders.

  • define a default folder – when a user creates a document from a template with a default folder defined, the new document is created in the default folder. Users can change the folder when they create their document.

Notes: The option to define a folder in templates:
– is available in Document Management libraries only if the folder option is enabled for your document class.
– is available in Secured Folders
– isn't available in Team Folders 
– isn't available for the default template

  • define a title

Note: You can configure the titles of templates for Document Management libraries but not for Team Folders or Secured Folders.  

3. Save your changes or press Cancel to discard your changes and stay in the template configuration panel.

4. To return to the list of templates, press the arrow at the top left of the template configuration panel.

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Configure your document templates: visual example

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Configuring a document template

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Comments

3 comments
  • Is it possible to set an default relationship between the template and a document in a different class. E.g., I have each of my company's vendors set up as individual "Suppliers", and want to automatically relate contracts and invoices to a vendor's record by using a template linked to an email address. When configuring the template, I don't see the "related documents" section, which does show up when I create a new document in that class from scratch.

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  • I think this page needs a warning; If you've link a google document to the template as an attachment and you click the "Remove attachment from document" button and then save, the google drive document is unshared from everyone but the storage account, even if the document wasn't in an AODocs Library.

    As our storage account is not a user account and uses a randomized password, recovering those documents is really, really tedious.

    If you'd like to use a google document as an attachment to a template, I'd highly suggest that you create a copy first.

    Another important note, if you upload a PDF to a template as an attachment, the PDF will be converted into a Google Documents file when a member of the document class is created; that is, most formatting is lost along with PDF functionality.

    This, along with the fact that document templates don't currently work with the google forms add-on, means that we've essentially given up on templates for now. The first step of our workflows is generally "configuration" -- where we do everything manually that we hope templates will do for us automatically some day.

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  • Hi Lucas,
    For your question about removing attachments from templates: this is expected behaviour and there's a warning that appears when you delete the attachment from the template.

    For the PDF conversion problem: we tested this and the PDFs are not converted. Maybe it was a temporary bug that was fixed. Let us know if you still have this issue.

    Finally, there's a known issue with Google forms that prevents AODocs from handling them properly.

    Thanks for your feedback.

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