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
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.
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.
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.
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:
- When you press New on the library homepage, the option to create a document without a template is no longer available.
Learn more: Create documents from a template. - Documents created via email without a specified template will be created with the default template.
Learn more: Create AODocs documents from emails.
In Secured Folders or Team Folders, setting a default template has the following impact:
- When you create a document from the Google Drive interface or by the option Import or upload an existing file in the AODocs interface, it is created with the default template for the document class.
Learn more: Import folders from Drive in a Secured Folder or Team Folder - When you create a document via email without a specified template, it is created with the default template for the document class.
Learn more: Create AODocs documents from emails.
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
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.
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.
