Template Management

Template Management Overview

Template management encompasses all aspects of controlling template lifecycle, from creation and editing to publishing, sharing, and archiving. Effective template management ensures templates remain current, accessible, and properly controlled throughout their lifecycle.

Status Management

Comprehensive status management system for controlling template lifecycle and availability throughout the organization.

Draft Status

Draft templates are in development or editing phase and are not available for creating inspections.

• Work-in-Progress: Templates in development or editing phase
• Not Available for Use: Draft templates cannot be used for inspections
• Editing Capabilities: Full editing access for draft templates
• Collaborative Editing: Multiple users can work on draft templates

Published Status

Published templates are active and available for creating inspections across the organization.

• Active Templates: Published templates available for use
• Inspection Creation: Can be used to create new inspections

Archived Status

Archived templates are moved to inactive status but remain accessible for historical reference.

• Inactive Storage: Templates moved to inactive status
• Historical Access: Access archived templates for reference
• No New Inspections: Cannot create new inspections from archived templates
• Restoration Capability: Can be restored to active status
• Data Preservation: All template data and history preserved

Template Actions

Comprehensive set of actions for managing templates throughout their lifecycle, from creation to archiving.

Edit Template

Modify existing templates to update content, structure, and functionality.

• Modify Existing Templates: Update template content and structure
• Visual Builder Access: Use drag-and-drop interface for editing
• Question Management: Add, remove, or modify questions
• Logic Updates: Update conditional logic and validation rules
• Content Updates: Modify text, images, and media content

Duplicate Template

Create copies of existing templates for modification and customization.

• Create Copies: Duplicate templates for modification
• Customization: Modify duplicated templates for specific needs
• Template Variations: Create variations for different scenarios
• Testing: Use duplicates for testing new features

Archive Template

Move templates to inactive status while preserving all data and history.

• Move to Inactive: Archive templates without deletion
• Data Preservation: Maintain all template data and history
• Access Control: Control access to archived templates
• Restoration: Restore archived templates when needed
• Storage Management: Efficient storage of archived templates

Delete Template

Permanently remove templates from the system with proper safeguards.

• Permanent Removal: Completely delete templates from system
• Safety Checks: Verify no active inspections use the template
• Confirmation Process: Require confirmation before deletion

Template Sharing

Comprehensive sharing capabilities for distributing templates across users, groups, and sites within the organization.

User Assignment

Assign templates to specific users for controlled access and usage.

• Individual Assignment: Assign templates to specific users
• Permission Control: Control what users can do with templates
• Access Management: Manage user access to templates

Group Assignment

Assign templates to user groups for efficient management and access control.

• Group-based Access: Assign templates to user groups
• Efficient Management: Manage access for multiple users at once
• Role-based Access: Assign based on user roles and responsibilities

Site Assignment

Assign templates to specific sites or locations for site-specific inspections.

• Site-specific Templates: Assign templates to specific sites
• Location-based Access: Control access based on location
• Multi-site Support: Support templates across multiple sites
• Site Customization: Customize templates for specific sites

Permission Control

Granular permission control for managing what users can do with templates.

• View Permissions: Control who can view templates
• Edit Permissions: Control who can edit templates
• Share Permissions: Control who can share templates
• Delete Permissions: Control who can delete templates
• Admin Permissions: Administrative control over templates

Getting Started Checklist

Follow this checklist to get started with template management effectively:

Understanding Template Lifecycle

• ✓ Understand the different template statuses and their purposes
• ✓ Learn about version control and change management
• ✓ Familiarize yourself with template actions and capabilities
• ✓ Understand sharing and permission controls
• ✓ Learn about template analytics and reporting

Template Management Setup

• ✓ Set up proper permission controls for template management
• ✓ Configure version control and backup procedures
• ✓ Establish template sharing policies and procedures
• ✓ Set up analytics and reporting capabilities
• ✓ Create template management workflows and processes

Ongoing Management

• ✓ Regularly review and update template statuses
• ✓ Monitor template usage and performance
• ✓ Manage template sharing and permissions
• ✓ Maintain version control and documentation
• ✓ Continuously improve template management processes

Next Steps

Now that you understand template management, you can:

• Template Analytics: Learn about template usage statistics and analytics
• Template Preview and Testing: Explore template preview and testing capabilities
• Advanced Features: Discover advanced template management features
• Best Practices: Implement best practices for effective template management

Template management is essential for maintaining effective inspection processes. Proper management ensures templates remain current, accessible, and properly controlled while providing valuable insights into their usage and effectiveness.