Creating Document Templates

Document Center Administrators can create document templates.

  1. Use one of these methods to open the Create New Template dialog box:

    From the top bar, click Add > Documents > Create New Template.

    Or:

    1. Open the Templates tab. For more information, see Templates Page Tab.
    2. Click Actions > Create New Template .

  2. Enter these details:

    Field NameDescription
    TypeBy default, this is Controlled Document Template. If your company has defined custom controlled document templates, click to choose the custom type. If you select a custom template type, the app updates the Category list for the categories, if any, that are specific to the template type.
    NameType a name for the document template or check the AutoName box to have the system assign a name. Names are case-sensitive and spaces are allowed. You can use complete names rather than abbreviations, making the terminology in your system easier for people to understand. Generally, name lengths can be a maximum of 127 characters. Leading and trailing spaces are ignored.
    TitleType a title for the document template. If you used autonaming for the Name, you should enter a brief, descriptive title for the document template.
    DescriptionType a complete description of the expected usage of this document template.
    CategoryFrom the list, select the type of quality document. For example, Policy, Procedure, or Instruction. The list of categories depends on the selected Type.

    You cannot change the category after the template is created.

    Document Auto-naming From the list, select Optional or Mandatory.
    Responsible Organization

    Only appears if you are assigned the Document Center Administrator role or Leader.

    By default, the logged in user's active organization displays. You can search for and change the responsible organization. Start entering the name to select an organization, or click to search for the organization.

    Only organizations with which you are associated as a member or an employee, and other organizations with a parent relationship to those organizations with which you are associated, are available for selection. You can only select an active organization—that is, an organization in the active state, not the inactive state.

    Training EnabledSelect Yes or No to indicate whether you want to enable training on all quality system documents created from the template.
    Note: This value is copied to quality system documents created from this template and cannot be changed in the document.
    Periodic Review:
    Periodic Review EnabledSelect Yes or No to indicate whether you want to enable periodic reviews for all quality system documents created from the template.
    Note: This value is copied to quality system documents created from this template and cannot be changed in the document.
    Periodic Review Interval (In Months)The default periodic review interval is defined by your Business Administrator for each document type and organization. If you do not want to use the default interval, enter a new value (in months).
    Note: This value is copied to quality system documents created from this template and cannot be changed in the document.
    Subject Matter ExpertSelect the person responsible for periodically reviewing the template. Start entering the name to select a person from the list, or click to search for the person. You can only select a person who has been assigned the Subject Expert role. This person is not copied to quality system documents created from this template.
    Checkin FileSelect Yes or No to indicate whether you want the user to check in a file when creating a document from the template. Users can check in files later.

  3. Click Done, then click OK to clear the confirmation message.
    If you selected Yes for Checkin File, a file check-in dialog box opens. For more information, see Collaboration and Approvals User's Guide: Uploading Files.

To complete the document template, you should also:

  • Check in additional documents that should be included when the template is used to create a document.
  • Define subscriptions.
  • Define who can access the template. For more information, see 3DEXPERIENCE Basics: Sharing Page.
  • Promote the template to the Active state. You can promote (also called activating) the template from the list of templates. For more information, see Templates Page Tab You can also promote from the Properties page of this template. For more information, see Document Template Properties Page.