Creating Route Templates

You can create route templates so that when a user creates a route based on the template, the route tasks, assignees, and other details are already defined.

Required access role: Leader

This task shows you how to:

Create a Route Template

You can create a route template that a user can use to create routes.

  1. From the left panel, click New Template.
  2. In the Properties tab of the New Route dialog box, enter these details:

    Field Description
    Name The name you want to use for the new route, or select the Autoname check box to have the system assign a name with a prefix and a sequential number for the name, such as R-000305.
    Description Explains what the route is intended to accomplish.

    If you base the route on a template, the description is already entered. You can edit it as needed.
    Route Base Purpose Determines the actions available for tasks included in the route.

    Purpose Description
    Standard Tasks can require the assignee's approval or a comment, or tasks can provide notification or information.
    Approval Tasks require the assignee's approval.
    Review Tasks require the assignee's comment.

    Start Route On Completion Only available if you select Standard for the Route Base Purpose.

    Defines the route template to use to start a linked route when routes created from this route template complete. Click to select a route template. For more information, see Linked Routes.
    Route Completion Action Only available if you selected a template for Start Route On Completion. Determines what happens when the route is complete:

    Action Description
    Notify Route Owner When all tasks are completed, the system sends a notification to the route owner.
    Promote Connected Object The system automatically promotes the object when the route is completed, assuming no other routes or requirements are blocking promotion and the route owner has promote access for the connected objects. The route owner is also notified of the route completion.

    If you have already added content to the route, you can only select this option if the route owner has promote access to that object.

    Scope Choose one of the following options to determine the kind of scope:
    • All. The route creator can add people from any company, including user groups.
    • Organization. The route creator can add only people or user groups from his or her own company.
    Route Task Edits Select one of the following options.

    Option Description
    Modify/Delete Task List People who create a route from this template can add and remove tasks, and modify the task list. The route creator can add and remove route members, and can modify the title, assignees, and order for all tasks.
    Extend Task List People who create a route from this template must use the exact task list and can add tasks to the existing route task order or a new order. The route owner can create tasks with any assignee based on the scope of the route. The route can have additional members apart from the members added from the template task.

    For tasks created from the template, the route owner cannot remove the tasks, change member access privileges, or modify the title, assignees, or the task order.

    For tasks manually added to the route, the route owner can add tasks, remove tasks, and modify the title, assignees, and the task order.
    Modify Task List People who create a route from this template can add new tasks. The route owner can create tasks with any assignee based on the scope selected for the route. The route can have additional members apart from the members added from the template task.

    For tasks created from the template, the route owner cannot remove the tasks, change member access privileges, or modify the title. The route owner can change assignees and the task order.

    For tasks manually added to the route, the route owner can add tasks, remove tasks, and modify the title, assignees, and the task order.
    Maintain Exact Task List People who create a route from this template must use the exact task list. The route owner cannot add tasks, remove tasks, or modify the title, assignees, or the task order.

    Demote content on Task rejection Define if the route content is demoted if the route is stopped when the approval task is rejected.

    Option Description
    Yes The route content is demoted if the route is stopped when the approval task is rejected.
    No The route content is not demoted.

    Notes:
    • This option is applicable for routes created from this template.
    • The content is demoted only if the route owner has access privileges to demote the content.
    • This field is shown only if you select a linked template in the Start Route On Completion field.
    Auto Stop on Rejection Define what happens when a task in the route is rejected:

    Stop Action Description
    Immediate The route stops immediately.
    Deferred The route stops after other tasks at the current level are completed or rejected.

    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 Groups 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 Users from User Groups

    When a user group is a task assignee, determines if anyone in the user group can complete tasks, or if a specific person (or multiple people) from the user group must be selected as the task assignee. When set to Yes for the template, you can deselect the option for specific tasks. The setting cannot be changed in routes created from this template.

    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. In the Tasks tab, create the tasks that define the activities to be performed in the route. For more information, see Creating Tasks.
  4. Click Save as draft to save the information you have entered but you are not ready to make the template available, or click Release if the template is completely defined and is ready for users to use it to create routes.

If you saved the template as a draft, you can access it in the list of templates to complete it and release it.

Revise Template from Route

You can revise a template that was used to create a route.

  1. From the identity card of a route that was created from a route template, click and select Save as Template.
  2. In the Save as Template panel, select the Save as New Revision of Template <template name> option.
  3. Enter these details:

    Field Description
    Description Explains what the route is intended to accomplish.

    If you base the route on a template, the description is already entered. You can edit it as needed.
    Start Route On Completion Only available if the value of Route Base Purpose is Standard.

    Defines the route template to use to start a linked route when routes created from this route template complete. Click to select a route template. For more information, see Linked Routes.
    Route Completion Action Only available if you selected a template for Start Route On Completion. Determines what happens when the route is complete:

    Action Description
    Notify Route Owner When all tasks are completed, the system sends a notification to the route owner.
    Promote Connected Object The system automatically promotes the object when the route is completed, assuming no other routes or requirements are blocking promotion and the route owner has promote access for the connected objects. The route owner is also notified of the route completion.

    If you have already added content to the route, you can only select this option if the route owner has promote access to that object.

    Route Task Edits Select one of the following options.

    Option Description
    Modify/Delete Task List People who create a route from this template can add and remove tasks, and modify the task list. The route creator can add and remove route members, and can modify the title, assignees, and order for all tasks.
    Extend Task List People who create a route from this template must use the exact task list and can add tasks to the existing route task order or a new order. The route owner can create tasks with any assignee based on the scope of the route. The route can have additional members apart from the members added from the template task.

    For tasks created from the template, the route owner cannot remove the tasks, change member access privileges, or modify the title, assignees, or the task order.

    For tasks manually added to the route, the route owner can add tasks, remove tasks, and modify the title, assignees, and the task order.
    Modify Task List People who create a route from this template can add new tasks. The route owner can create tasks with any assignee based on the scope selected for the route. The route can have additional members apart from the members added from the template task.

    For tasks created from the template, the route owner cannot remove the tasks, change member access privileges, or modify the title. The route owner can change assignees and the task order.

    For tasks manually added to the route, the route owner can add tasks, remove tasks, and modify the title, assignees, and the task order.
    Maintain Exact Task List People who create a route from this template must use the exact task list. The route owner cannot add tasks, remove tasks, or modify the title, assignees, or the task order.

    Demote content on Task rejection Define if the route content is demoted if the route is stopped when the approval task is rejected.

    Option Description
    Yes The route content is demoted if the route is stopped when the approval task is rejected.
    No The route content is not demoted.

    Notes:
    • This option is applicable for routes created from this template.
    • The content is demoted only if the route owner has access privileges to demote the content.
    • This field is shown only if you select a linked template in the Start Route On Completion field.
    Revert User Group(s) Assignment If the value of the Select users from user group field is No, this field is editable.

    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 Groups when restarting/resuming a route The task is reassigned to the user group and can be accepted by any one in that user group.

    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.

  4. Click Save as Template.

The template from the route is revised. The newly created template is not connected to the route.

Create Template from Route

You can create a template from a route.

  1. From the identity card of a route, click and select Save as Template.
    1. If the route was created from a template, select the Save as New Template option.
  2. Enter these details:

    Field Description
    Name The name you want to use for the new route, or select the Autoname check box to have the system assign a name with a prefix and a sequential number for the name, such as R-000305.
    Description Explains what the route is intended to accomplish.

    If you base the route on a template, the description is already entered. You can edit it as needed.
    Start Route On Completion Only available if the value of the Route Base Purpose is Standard.

    Defines the route template to use to start a linked route when routes created from this route template complete. Click to select a route template. For more information, see Linked Routes.
    Route Completion Action Only available if you selected a template for Start Route On Completion. Determines what happens when the route is complete:

    Action Description
    Notify Route Owner When all tasks are completed, the system sends a notification to the route owner.
    Promote Connected Object The system automatically promotes the object when the route is completed, assuming no other routes or requirements are blocking promotion and the route owner has promote access for the connected objects. The route owner is also notified of the route completion.

    If you have already added content to the route, you can only select this option if the route owner has promote access to that object.

    Route Task Edits Select one of the following options.

    Option Description
    Modify/Delete Task List People who create a route from this template can add and remove tasks, and modify the task list. The route creator can add and remove route members, and can modify the title, assignees, and order for all tasks.
    Extend Task List People who create a route from this template must use the exact task list and can add tasks to the existing route task order or a new order. The route owner can create tasks with any assignee based on the scope of the route. The route can have additional members apart from the members added from the template task.

    For tasks created from the template, the route owner cannot remove the tasks, change member access privileges, or modify the title, assignees, or the task order.

    For tasks manually added to the route, the route owner can add tasks, remove tasks, and modify the title, assignees, and the task order.
    Modify Task List People who create a route from this template can add new tasks. The route owner can create tasks with any assignee based on the scope selected for the route. The route can have additional members apart from the members added from the template task.

    For tasks created from the template, the route owner cannot remove the tasks, change member access privileges, or modify the title. The route owner can change assignees and the task order.

    For tasks manually added to the route, the route owner can add tasks, remove tasks, and modify the title, assignees, and the task order.
    Maintain Exact Task List People who create a route from this template must use the exact task list. The route owner cannot add tasks, remove tasks, or modify the title, assignees, or the task order.

    Demote content on Task rejection Define if the route content is demoted if the route is stopped when the approval task is rejected.

    Option Description
    Yes The route content is demoted if the route is stopped when the approval task is rejected.
    No The route content is not demoted.

    Notes:
    • This option is applicable for routes created from this template.
    • The content is demoted only if the route owner has access privileges to demote the content.
    • This field is shown only if you select a linked template in the Start Route On Completion field.
    Revert User Group(s) Assignment If the value of the Select users from user group field is No, this field is editable.

    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 Groups 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 Users from User Groups

    When a user group is a task assignee, determines if anyone in the user group can complete tasks, or if a specific person (or multiple people) from the user group must be selected as the task assignee. When set to Yes for the template, you can deselect the option for specific tasks. The setting cannot be changed in routes created from this template.

    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 Save as Template.

A template is created from the route. The newly created template is not connected to the route.