Overview

Templates provide a quick way to populate a new record with preset values. For example, if a certain type of request is frequently reported, applying a template customized for that type of request facilitates uniform standard record-keeping and saves time by not requiring service staff to type in a lot of repetitive information.

Audience

UW Connect ITSM Users

Content

• Creating a New Template
• Key Behavior Notes
• Editing a Template
• Applying a Template 

Creating a New Template

The most straightforward way to create a template is from within a record itself, particularly if the fields you want to set are already set on the record:

• Open a record.
• Right-click in the Additional Actions (hamburger) icon at the top bar of the form, point to Templates, and then click Save as Template.
• Fill in following fields:
  • Name: Descriptive name for the template.
  • Short Description: This is for the template, not the resulting record.
  • Table: This will default from the originating record; it can be changed from the drop down list
  • User: This will default to your name. This user is the only one who can use the template unless the Group field is populated (see next line).
  • Group: Choose an Assignment Group to make the template available to members of that Assignment Group. Note that the template can then be modified by others in the group.
  • View: Leave blank
  • Active: Checkbox that allows template can be available or unavailable.
  • Template: The template will have the fields from the originating record added by default. 
    • You can use the "x" button to remove any fields you do NOT want on the template.
    • You can go to the "--choose field--" dropdown and choose any field you would like to add. For example, if you want to create standard text to be added to the Additional Comments field, you would select that field and add content:

 

• Update - Save and leave template.  Can also right click the gray bar at the top of your screen to save. 

Alternately, you can create a template by going to My Records > Resources > Templates, and clicking on "New."  Be certain you know the table name of the record type you want to use the template on.

Key Behavior

Templates cannot be used to set fields that are not visible on forms, nor to set to dropdown values to which the user does not have access. E.g.,

• Setting state to "Closed"
• Setting active to "False"

Though you may be able to add the field to the template, when one goes to apply the template, the "bad" field will simply be skipped; the rest of the fields will be set. As this is largely invisible, it is important that you take caution when creating the template.

Editing a Template

There are two ways to edit pre-existing templates:

1. Via a record:
   • Open a record.
   • Right-click in the top bar of the form, select Templates, then Edit Templates
2. Via the Navigator:
   • Open the All Navigator
   • Go to My Records > Resources > Templates
   • Select Templates

Then, make the desired changes to the template and click Update or Save.

Applying a Template

• Open a record.
• Click on the Template field and either type the name of the template or click the search icon (magnifying glass) to the right of the field.
• Select the desired template.
• The fields in the record are populated with the settings from the template.
• The Save or Update the record to save those changes

Note: Be careful when applying a template -- doing so will replace any existing data in a record! You can use Eval to build and test a new template.

If you apply a template and accidentally overwrite your data, the Undo shortcut (Ctrl+Z on Windows, Command+Z on Mac) may work to restore your original text in individual fields.  Select the text box you where you wish to undo changes, and then type the Undo command.