Saving a Route as a Template

You can use route templates to speed up the process of creating a route that is similar to one you have already created. A route template saves the components of a route that are frequently reused, including the route members and task definitions. You can save as a template any route that you create.

Required access roles: Leader

Before you begin: View the properties for the route you want to base the template on. See Route Properties Page.
  1. From the page Actions menu or toolbar, select Save As Template .
  2. Enter these details:

    Field Name Description
    Route Template Name Name you want to use for the route template.
    Description Indicates the route's purpose.
    Availability
    Important: Availability is no longer used to determine who can access the route template. The credentials of the route template (owning organization and collaborative space) determine if a route template displays in search results for a user. That is, the user must belong to the same organization and collaborative space to use a route template. Any value entered in this field does not affect whether a specific user can access the route template.
    Bookmark Workspace/Project Space Click to select a Bookmark Root or project space to limit the template use.
    Scope All or Organization. You can click to choose a specific Bookmark Root or Bookmark. For details, see Scope of a Route.
    Route Task Edits Choose an option from the list to choose how people who create routes based on the template can edit the task list.

    Option Description
    Maintain Exact Task List People who create a route from this template must use the exact task list. They cannot add or remove tasks, and then cannot modify the Task Title, Assignees, or Order of any task.
    Extend Task List People who create a route from this template must use the exact task list, and can add tasks to an existing route task order or a new order number.

    The types of edits that can be made to tasks depends on if the task is created from the template or manually added to the route:

    • Tasks created from the template:
      • The route creator cannot remove the tasks or modify the Task Title, Assignees, or Order
      • The route creator cannot remove any route members who are assigned to template tasks
    • Tasks manually added to the route:
      • The route creator can add, remove, and modify details (Title, Assignees, Order)

    Modify Task List People who create a route from this template can add new tasks.

    The types of edits that can be made to tasks depends on if the task is created from the template or manually added to the route:

    • Tasks created from the template:
      • The route creator cannot remove or modify the Task Title, but can change Assignees and Order
      • The route creator cannot remove any route members who are assigned to template tasks
    • Tasks manually added to the route:
      • The route creator can add, remove, and modify details (Title, Assignees, Order)

    Modify/Delete Task List People who create a route from this template can add and remove tasks and modify the task list in any way. The route creator can add and remove route members, and can modify the Title, Assignees, and Order for all tasks.

    • Maintain Exact Task List. People who create a route from this template must use the exact task list, with no tasks added or removed. The route creator cannot make any changes to the task order or names, but all other fields can be changed.
    • Extend Task List. People who create a route from this template must use the exact task list, but more tasks can be added to an existing task order number or a new order. The route creator cannot make any changes to the order or names of tasks from the route template, but can change all other fields. The route owner can make any changes to tasks that the owner adds to the route.
    • Modify Task List. People who create a route from this template can change all information for template tasks except the task name. The route creator can add new tasks but cannot delete template tasks.
    • Modify/Delete Task List. People who create a route from this template can change and delete any task and can add new tasks.
    Save Options If the route was already based on a template that you created, choose Save as New Template or Revise Template. If you choose Revise Template, the app creates a new revision of the template the route was based on.
    Template Data If you do not want to save the route's member list with the template, clearTask Assignees in the field. The route template's Access page will be empty and the tasks will all be unassigned. When people use the template to create a route, they will have to add members and assign them to tasks before they can start the route.Or

    To save the route's member list and task assignments in the template, check Task Assignees in the Template Data field. The route template's Access page will contain the same members as the route's Access page and tasks will be assigned to the same members. You cannot remove members from the template but you can change the assignee for tasks and remove the assignees from tasks.

    Revert User Group(s) Assignment Define what happens when restarting or resuming a route when a person from a user group has accepted a task:

    Option Description
    Retain person assigned when restarting/resuming a Route The same person who accepted the task is assigned the task when the route continues.
    Reset to the original User Group(s) when restarting/resuming a Route The task is reassigned to the user group and can be accepted by any one in that user group.

    Select User(s) from User Group(s)

    When a user group is a task assignee, determines if anyone in the user group can complete tasks, or if a specific person from the user group must be selected as the task assignee. When set to Yes for the template, you can unselect the option for specific tasks. You can not change this setting when revising a template; you can change it if you selected "Save as New Template" from the Save Options.

    Option Description
    No The user group can be a task assignee when the route is started.
    Yes A specific person must be selected from the people in the assigned user group as the task assignee prior to starting the route.

    Approval With Signature

    Mandates the use of e-signature authentication for routes created using this route template.

    Notes:
    • If your Business Administrator allows the use of e-signature option from the route template in the Collaborative Spaces Configuration Center, and if you select Standard or Approval in the Route Base Purpose field, this field is shown with selectable options.
    • If your Business Administrator mandates the use of e-signature for all approval tasks in the Collaborative Spaces Configuration Center, this field is shown deactivated with the Yes option selected.
    Option Description
    No E-signature authentication is not required for task approvals for routes created using this route template.
    Yes E-signature authentication is required for task approvals for routes created using this route template.

  3. Click Done.