Summary: The Template Gallery provides a central hub for viewing, managing, and creating task templates within the Onahiri platform. This page offers comprehensive information about the gallery interface, features, and functionality.

Interface Overview

The Template Gallery offers a responsive, two-panel interface with the following key sections:

Left Panel – Template List

The left panel contains:

• Header: “Templates” heading with add template button
• Search Bar: Filter templates by name, description, or fields
• Template List: Scrollable list of available templates
• Collapse Toggle: Button to collapse/expand the panel

Right Panel – Details View

The right panel displays either:

• Template Details: When a template is selected
• Template Creation Interface: When creating/editing a template
• Empty State: Prompt to select a template when none is selected

Template Details View

When viewing a template, you’ll see:

• Header: Template name, description, and version
• Edit Button: Option to edit the template (if you have permissions)
• Structure Details: Fields, workflow steps, and roles
• Status Indicator: Shows Active/Inactive status

Permission Requirements

Access to the Template Gallery and its features is controlled by permissions:

Viewing Templates

To view templates, users must have one of the following:

• The Template Manager role with global template read permissions
• Administrator access

Creating Templates

To create new templates, users must have:

• The Template Manager role with global template write permissions, or
• Administrator access

Editing Templates

To edit existing templates, users must have:

• The Template Manager role with global template write permissions, or
• Administrator access

If a user attempts an action without the required permissions, they will see an error message.

Key Features

Template Management

• Browse Templates: View all templates with sorting and filtering
• Search Templates: Find templates by name, description, or field content
• Preview Templates: View detailed template structure without editing
• Edit Templates: Make changes to existing templates (creates new versions)
• Delete Templates: Remove templates that aren’t in use
• Duplicate Templates: Create copies of existing templates

Template Creation

The creation process provides several starting points:

1. Start from Scratch: Begin with a blank template
2. Use Sample Template: Start with pre-configured templates for common use cases

The creation interface includes multiple tabs:

1. Fields: Define and configure custom fields
2. Workflow: Set up task progression steps
3. Roles: Define participant roles for tasks

Field Configuration

When adding fields to templates, you can configure:

• Field Type: Choose from various data types (text, number, date, etc.)
• Field Properties: Set name, label, and requirements
• Field Options: Configure type-specific settings (currency symbol, dropdown options, etc.)
• Required Status: Mark fields as required or optional

Version Control

Templates support versioning for change management:

• Version Numbers: Each change creates a new version (1.0, 1.1, etc.)
• Active Status: Only one version can be active at a time
• Usage Tracking: System tracks how many tasks use each template version

Working with Templates

Viewing Templates

1. Navigate to the Template Gallery
2. Browse templates in the left panel
3. Click on a template to view its details in the right panel
4. Use the search bar to filter templates as needed

Creating a New Template

1. Click the “+” icon in the left panel or the “Create Template” button
2. Choose to start from scratch or use a sample template
3. Enter basic template information (name, description)
4. Configure fields in the Fields tab:
   • Add fields using the “Add Field” button
   • Set field properties and options
   • Arrange fields in the desired order
5. Define workflow steps in the Workflow tab
6. Set up team roles in the Roles tab
7. Click “Create Template” to save

Editing Existing Templates

1. Select a template from the list
2. Click the “Edit Template” button
3. Make desired changes to fields, workflow, or roles
4. Save changes to create a new version

Template Usage Considerations

When editing templates:

• Editing a template in use will create a new version
• Existing tasks will continue to use their original template version
• New tasks will use the latest active version
• Templates used by existing tasks cannot be deleted

Search and Filter Capabilities

The Template Gallery offers robust search functionality:

• Text Search: Find templates containing specific text
• Filter Options: Toggle between searching in names, descriptions, or fields
• Results Display: See the count of matching templates
• Clear Search: Easily reset search and view all templates

User Interface Elements

Sorting Controls

Templates can be sorted by:

• Name: Alphabetically (A-Z or Z-A)
• Field Count: By number of fields (ascending or descending)

Visual Indicators

• Status Badges: Show Active/Inactive template status
• Version Numbers: Display current template version
• Search Highlight: Highlights matching text in search results

Best Practices

For effective template management:

1. Use Meaningful Names: Create descriptive, purpose-indicating names
2. Maintain Documentation: Add clear descriptions to templates
3. Limit Field Count: Include only necessary fields for better usability
4. Test Before Publishing: Create test tasks to verify template functionality
5. Review Regularly: Periodically assess and update templates
6. Archive Unused Templates: Keep the gallery clean by removing outdated templates
7. Control Creation Access: Limit template creation to experienced users

Troubleshooting

Permission Issues

If you cannot see the create/edit options:

1. Verify you have the Template Manager role or administrator access
2. Check with your system administrator to grant necessary permissions

Template Not Appearing

If a template doesn’t appear in the gallery:

1. Clear the search bar and verify no filters are active
2. Check if you have the necessary permissions to view the template
3. Verify the template hasn’t been deleted

Cannot Delete Template

If you cannot delete a template:

1. Check if any tasks are currently using the template
2. Verify you have the necessary permissions to delete templates