Templates Page Tab

Document templates provide a repeatable process for creating quality system documents. All users with the app license can view the list of document templates; only Document Center Administrators and Subject Matter Experts can create or delete document templates.

Important: This app stores personal data in some settings. To follow good personal data management practices, Business Administrators might need to edit these settings to remove personal data, such as names, email addresses, and phone numbers.

To access this page:

  1. With Document Control the active app, click .
  2. Click the Templates page tab.

This topic describes:

This page discusses:

Columns

Column NameDescription
NameThe name of the template. You can click the name to open the template in a new window. Right-click on the name to access the content menu.
TitleA descriptive title of the template.
TypeThe type of template. This will be Controlled Document Template unless your company has created custom template types.
CategoryThe category of the template, such as Policy, Procedure, Instruction, and so on.
StateThe current lifecycle state of the template:
  • Active
  • Inactive
RevThe revision level of the template.
VerThe latest version number of the templates.
Number of files locked / number of files checked into this template. For example, 2/4 indicates 2 files of the 4 files checked into this object are locked. Pause over the number to view the name of the user who has locked the file. Click to view the list of files.
Actions

Icon Name Action

Subscribe

View and select subscriptions for the template. Subscriptions are carried over to any document created from the template.

See Collaboration and Approvals User's Guide: Subscription Management.
ViewOpen the file in a viewer app.

Download

Download the files in the document to your local computer. Browse to the directory or folder you want to contain the file.

When the document contains multiple files, they are downloaded in a single zip file.

Download and Lock the File

Check out the files in the document to your local machine and lock the files from other users who cannot unlock it. Navigate to the folder or directory you want to contain the file.

When the document contains multiple files, they are downloaded in a single zip file.

Upload and Unlock the Current File

Check in a new file. See Collaboration and Approvals User's Guide: Uploading Files.

Upload a New or Additional File

Update a checked-out file to its next version. See Collaboration and Approvals User's Guide: Uploading Files.

Unlock the File Without Checking In

Unlock the file without checking in a new version.

OwnerThe person responsible for the template.
SMESubject Matter Expert responsible for reviewing and approving the template.
Responsible OrganizationThe organization responsible for implementing and maintaining this template.
DescriptionA more complete description of the expected usage of this document template.
ModifiedThe most recent date that the template was edited.
Click to open the template.

Filters

Click to select a page view.

OptionDescription
My OrganizationLists all templates from all of the organizations you belong to.
All OrganizationsLists all templates defined in the system.

From the list on the page toolbar, select a filter:

OptionDescription
ActiveLists all templates in the active state. These templates can be used to create quality system documents.
InactiveLists all templates in the inactive state. These templates are in the process of being defined.

Actions/Toolbar Commands

ActionDescriptionFor More Information
Create New Template Creates a template.Creating Document Templates
Create New Document from Template Only shows in the Active view.

Creates a document based on a template.

Creating a Quality System Document from a Document Template
ActivateOnly shows in the Inactive view.

Promotes the selected templates to the Active state. To create documents from the template, the template must be in the Active state.

You must be a Document Center Administrator.

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DeactivateOnly shows in the Active view.

Demotes the selected templates to the Inactive state. Click OK to confirm. You cannot create documents from templates that are in the Inactive state.

You must be a Document Center Administrator.

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Delete Only shows in the Inactive view.

Deletes the selected templates. Click OK to confirm.

You must be a Document Center Administrator or the owner of the template.

You cannot delete a template if any documents have been created from it.

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Associate Library

Only shows if you have the Document Center Administrator or Librarian role.

Allows you to search for and select a document family in the Approved state to add the document template to.-