How Do I Use Templates

This guide will show you how to create, use and update Client/Project templates.

Different companies may have a different number of levels and level names. This guide uses the following level numbers and names.

Level 1 - Client
Level 2 - Project
Level 3 - Activity

If you are unable to complete any of the steps in this guide, you can use the Submit a request button at the top right of this page to contact our team for help.

Index
Introduction To Templates
Creating A New Template
Setting An Existing Item As A Template
Using A Template
Updating A Template
Advanced Template Information

Introduction To Templates

Why use templates instead of copy from when adding an item
The copy from function allows you to copy a client structure from the same group. A template is a collection of items that can be used in any group. 
For example, you may have a set list of activities that are added to every project. Creating a template lets you automatically add these activities to any project.

Additional benefits of using templates
When you make changes to a template, they are automatically applied to any item using that template. 
For example, you may have 10 projects that use the same template. Adding a new activity to this template applies it to all 10 projects. This allows you to maintain and update multiple items from a single location.

Limitations of using a template
A template can only be applied to an item of the same level.
For example, if your template is set at level 2, it can be used when creating items at level 2 but not at any other level. 

Creating A Template
Enabling "Is Usable as a Template" on the advanced tab of the item edit page lets you set any item as a template. This guide will walk you through creating a project template at level 2 that can be selected when creating any level 2 item. 

1. Click Client 

   
    
2. Click the green Add New Client button. 
   
    

3. Add a Name for the client. This example uses the name [Templates], and click Save.

   

4. You will be returned to the client page, and the client will be shown the table. Click the edit icon to open the client edit page. 

   
    

5. Click the Add New Project Button to add a project to this client.

   
    

6. Add a Name for the project. This example uses the name [Project Template], and click Save.

   
7. You will be returned to the client edit page. Click the edit icon on the project row to be taken to the edit page for this project. 
   
    

8. Click the Add New Activity Button to add activities to this project. This example uses the following activities. 
   Client Meeting
   Drafting
   Reporting

   
    

9. Now that we have created our structure, we can set it as a template. To do this, click the Advanced tab at the top of the page.

   
    
10. This page lets us access the advanced settings for this item, including template options. Set Is Usable as a Template to active. We can now use this template when creating items at level 2. 
    
     
11. We can now select [Project Template] in the Use Template dropdown when creating a new item at level 2 for any client structure.
    
     

12. To prevent the item [Templates] from being selectable in the timesheet, we will set "Exclusively a Template" to active on the item's advanced tab. This means items that use the template can be selected in the timesheet, but the template itself cannot. 

    

Setting An Existing Item As A Template
The guide above outlines steps to create a new template. This is the recommended option for using templates. However, any item can be set as a template. This guide will walk you through setting an existing item as a template. 

1. Click Client

   
    

2. You can expand the client structure group, then click the edit icon for the item you want to set as a template. In this example, we will use an item at level 1.
   Templates are used to automatically create and maintain lower levels. So a template cannot be set at the lowest level. For example, if your company uses three levels, an item at level 1 and level 2 can be set as a template, but not level 3. 

   
    

3. Click the Advanced tab at the top of the page.

   
    
4. This page lets us access the advanced settings for this item, including template options. Set Is Usable as a Template to active. This allows us to use this template when creating items at level 1.
   If you have selected an item at a different level, the template will be available for that level.
   
    
5. We can now select Client A in the Use Template dropdown when creating a new item at level 1 for any client structure.
   

Using A Template
The guides above provide information on creating a template. This guide explains how to link a template to an item. 

1. Click Client 

   
    

2. Click the Add New button or Plus Icon to add a new item at the desired level.

   
    
3. You can now select the desired template in the Use Template dropdown.
   If the use template dropdown is not displayed, no template is available at this level. Please refer to the guides above to create a template. Templates are used to create and maintain lower levels for an item, so a template cannot be set at the lowest level. 
   
    
4. After saving the new item, click the Edit Icon for the created item. The lower levels created from the template will be listed. Click the Advanced tab. In the Template settings, you will see the field Linked Template, which shows the name of the template you selected.
   
    
5. If an item is created without a template, the Linked Template will display "Select...". You can change this value to a template name to link a template. This will add the lower levels from the selected template.

Updating A Template
Changes made to a template will be applied to all items that have the template selected in Linked Template on the advanced tab. This allows you to update a single template and have the changes applied to any number of client structure items. This guide shows how to update a template using the template created in the Creating A New Template section. 

1. Click Client

   
    
2. Click the Edit Icon for the template you would like to update. In this example, we will use [Project Template], which was created in the section Creating A New Template. 
   
    

3. Click the Add New Activity Button to add an activity to this project. In this example, we will add the activity Travel. 
   This item will now be added to every client structure that is linked to this template.

    

4. Click the Edit Icon for Client Meeting, click the Advanced tab, and set the Expiry Date to yesterday's date. This item is expired and will expire for every client structure linked to this template.
   We do not recommend deleting an item from a template. Deleting an item from a template removes it only from that template. The item will not be removed from any client structure linked to the template. This is to prevent the accidental deletion of timesheet recordings. 

   
5. Any changes to the activity names will also be applied to all client structures linked to this template.

Advanced Template Information
This section provides advanced information about templates. 

1. Editing an item linked to a template
   When an item is created from a template, many fields are locked and cannot be modified. This is because changes should be made to the template, not to the items created from it. 
    
2. Deleting an item linked to a template
   When an item has been created from a template, it cannot be deleted. This is because changes should be made to the template, not to the items created from it. To remove an item from all client structures using the template, set its expiration date in the template. 
    
3. Changing Templates 
   An item can have only one template linked at a time. You can change templates on the advanced tab of the edit page. 
    
4. Unlinking a template
   On the advanced tab of the items edit page, you can change the field Linked Template from the template name to Select ... This will unlink the template allowing you to edit or delete any items without changing the template.