How you easily prepare predefined Templates for a swift start on your projects
Templates are example lists that you utilize when creating a new project for a client. Once you have created a project, you can make all the desired adjustments, so your template should have a broad layout that can be applied to many different clients.
You can access the templates in the top menu of the application:
If you do not see the Templates menu option here, you may not have the necessary permissions. Please contact an application administrator within your organization.
Adding a New Template
To add a new template, simply click on the Add button located in the top right corner:
The name you choose for a template should be clear. This name will be used as the default project name, along with the project year, when creating a new project:
You can always adjust the project name as needed, but it's helpful to choose a template name that works well for your projects. This saves you time and effort.
The description of your template is automatically used as the default description for every list created within your project. A well-chosen description here also improves efficiency in the overall process.
Language
If you serve clients in different languages, create a separate template for each language. The content of templates is not automatically translated.
Codes
You have the option to assign codes to your sections and items, although this is not mandatory. This can help align with the numbering in your work program or quickly reference a specific section or item in communication with the client.
Attachments
In a template, you can include example files with items that you request. These attachments can be downloaded by the client for use. When creating a project based on a template, the items in that project remain linked to the template items. If you later update attachments in that template, the user will also see the changes in their PBC list.
You can break this link by disconnecting the template from the project or the list.
Assignment Year
Your PBC lists always refer to a specific fiscal year that the assignment focuses on. Sometimes, it is helpful for the client to have this year mentioned in the name or description of items that you request. In that case, you can use a text variable in your template. This variable automatically adjusts in the project according to the relevant fiscal year of that project. You would enter the following text (the example assumes assignment year 2022 for a project):
- {yyyy} = assignment year, becomes 2022
- {yyyy-x} = year before assignment year, {yyyy-2} becomes 2020
- {yyyy+x} = year after assignment year, {yyyy+1} becomes 2023
Example
Changes in templates
Modifications made in templates do not affect existing projects, even if they are still linked. It would be confusing for clients if they have already started submitting files, only to find new sections or changes in the list. It would also be challenging for the office to anticipate the impact of template changes.
The only exception to this rule are attachments: attachments added or removed from templates afterwards will also be visible in linked projects or lists.