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 Folder and Secured Folder libraries, up to five attachments in Document Management libraries)

When creating a new document in the library, users can select an existing document template instead of creating an empty document. All the property values, description and attachments of the document template are copied into the new document.

Learn more: Create documents from a template. 

This article explains how to:

Create a new document template
Duplicate an existing document template
Define the settings for your document template
Delete a document template
 Edit the name of a document template
 Customize your document template


Create a new document template

1. Open the library administration interface. 

2. Select the class you want to configure under Document classes.

3. Select the Templates tab.

4. Press the Create template button.

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5. The Create new template pop-up opens. Enter a name for your template.

Note: The name must be unique. You can't have two templates with the same name in the same library.

6. Press Save.

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Notes:
- When you create templates in Secured Folders or Team Folders, users will no longer see the blank document class option when they create a new document.
- When you create templates in Document Management libraries, users will still see the blank document class option when they create a new document, unless you set the template as default


Duplicate an existing template

1. To create a copy of a template, press the Make a copy button.

2. Enter a name for your duplicated template.

Note: The name must be unique. You can't have two templates with the same name in the same library.

3. Press Save

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Note: When you duplicate a template, any attachments aren't duplicated.   


Define the settings for your document template 

1. You can set a template as the default for your document class. 

In Document Management libraries, setting a default template has the following impact:

In Secured Folders or Team Folders, setting a default template has the following impact:

Note: In Team Folders and Secured Folders, you can't use a template with an attachment as the default template.

2. Choose the required Visibility setting:

  • If the visibility switch of a template is on (blue switch), the template appears in the document creation menu in the AODocs user interface. 
  • If the visibility switch of a template is off (grey switch), the template doesn't appear in the document creation menu and can only be used when creating documents via emails.
    Learn more: Configure emails to documents

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Note: It doesn't make sense to switch off the Visibility switch for a default template. However, if you do, users will see the blank document class option when they create a document, but the document created will use the default template. 


Delete a document template

To delete a template, press the Delete button.

Note: You can't delete a template if it is defined as the default.


Edit the name of a document template

To edit the name of a template, hover over the name and select Edit. 


Customize your document template

1. To customize a template, press its name.

2. The template customization panel opens. You can customize your template by adding properties, attachments and a description that will be directly attached to the documents created from the template.

Notes:
- You can customize the titles of templates for Document Management libraries but not for Team Folders or Secured folders.
- You can add only one attachment to templates or Team Folders or Secured folders.

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Customizing the AODocs template

3. Save your changes.

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

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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.

  • 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.

  • 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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