Using Templates for Records
This tutorial explains how to work with templates for records.
Introduction
For recurring files and metadata, record templates help you save time. Templates allow you to store specific metadata and reuse it for both new and existing records.
By default, templates are available only to the logged-in user. With the appropriate permissions, templates can also be shared with other users or user groups.
Create a Template
Templates can be created in any editor.
To create a template, either:
Edit an existing record that already contains all the data you want to save, or
Create a new record and enter all the data you want to include in the template.
In the upper-right corner of the editor, click the bookmark icon and select "Save as Template".
A popover appears where you can enter a name and an optional description. Descriptions are especially helpful when sharing templates with others.
Once saved, the template is available for use (see below).
Ad hoc Templates
If you don’t want to save a template permanently, you can create an "Ad hoc Template". This option is available via the "Copy" icon in the editor.
Ad hoc templates are stored temporarily. When you save another Ad hoc template, the previous one is overwritten.
Apply a Template
Templates can be applied to both new and existing records.
To apply a template:
Click the bookmark icon in the upper-right corner of the editor.
Select the template you want to apply.
Your personal templates are listed first, followed by templates you have shared with others or that have been shared with you.
After selecting a template, you will be prompted to choose whether the template values should:
Overwrite the existing values in the editor, or
Merge with the existing values.
Remember to save the record after applying a template.
Customize Templates
To manage your templates, click "Customize Templates" from the same menu. Here you can:
Rename templates
Edit descriptions
Delete templates
Change the order of templates
Preview the template data
Share a Template
Templates can be shared with other user groups only at the time of creation. Existing templates cannot be shared retroactively.
To share a template with a user group, you must have permission to edit the group you are sharing the template with.
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