Concept: Managing Docs Templates

Action	Notes
Create a Docs template	From Drive, select Add New Document Template and name the template. Select the source and category for the template, add content, and click Publish to make the content active. Workday Docs doesn't support automatically converting a traditional Docs template (using text blocks and BIRT layouts) into a Docs template; you need to build them manually. For DocuSign, you must use a name that is fewer than 100 characters. For Adobe Sign, names can't contain special characters such as the ampersand (&).
Copy a template	From Drive, select the Docs template and click Make a Copy .
Migrate a Docs template from 1 tenant to another	See Move Docs Templates Between Tenants.
Share a Docs template with unspecified users using a URL	Select a Docs template in Drive and click Share . Enable the Link Sharing option. The ability to use link sharing is a system setting. If you don't see the option, check with your administrator. Select the permission level. Everyone who accesses the Docs template using the link will have this level of access. Click Copy Link . Give this URL to people you want to share the Docs template with. For more information about sharing, see the Drive User Guide.
Share a Docs template with specific users	Sharing with individual users enables you to set a specific permission level for the person and these settings remain active even if you turn off link sharing. Select a Docs template in Drive and click Share . From Share with Individuals , enter the users that you want to share with and select a permission level in the drop-down menu. (Optional) Type a message for the users you're sharing with. The message displays in the Workday notification that the users receive after you click Share . When you share a Docs template with an individual user, the user receives a Workday notification and, if enabled on the tenant, an email. The user receives the notification whether or not they have access to the Drive domain, but they must have access to Drive and Docs domains on the System functional area to open the template. For more information about sharing, see the Drive User Guide.
Share a Docs template with security groups	Sharing with a group of users enables you to set a specific permission level for the group and these settings remain active even if you turn off link sharing. The ability to use group sharing is a system setting for each Drive item type. If you don't see the option, check with your administrator to ensure that it's enabled. Select a Docs template in Drive and click Share . From Share with Groups , enter the groups that you want to share with and select a permission level in the drop-down menu.
Preserve a previous version of the Docs template	You can copy the Docs template or download it in the DWXF file format if you want to preserve the current version of data or content, before updating it.
Remove a Docs template	From Drive, select the Docs template and click Remove . Drive moves the file to the trash. Note : Business processes continue to use removed Docs templates. Additionally, removed Docs templates continue to be selectable in the Configure Generate Document list. Before removing a Docs template, make sure you removed it from any business processes it's configured to. We recommend renaming the template after removing it, adding an indicator to the name that reminds you not to use it.
Recover a Docs template from the trash	From Drive, select Trash . Select the Docs template and then click Restore . Workday places restored file in the All Files view. If you select to remove a Docs template that was shared with you but you're not the owner, you remove your access to the template. The Docs template disappears from the Drive file list and it doesn't display in the trash.
Permanently delete a Docs template	Access the Drive Permanent File Delete task. Before you can permanently delete a Docs template, you must remove it from any business process it's attached to. It's not possible to permanently delete a Docs template that is, or has ever been, configured to a business process.
Manage templates in different languages	Templates in different languages need to be created and managed independently. Workday Docs doesn't support the concept of a translate instance as with traditional Docs templates and text blocks.

Create a Docs template

From Drive, select

Add New

Document Template

and name the template. Select the source and category for the template, add content, and click

Publish

to make the content active.

Workday Docs doesn't support automatically converting a traditional Docs template (using text blocks and BIRT layouts) into a Docs template; you need to build them manually.

For DocuSign, you must use a name that is fewer than 100 characters. For Adobe Sign, names can't contain special characters such as the ampersand (&).

Copy a template

From Drive, select the Docs template and click

Make a Copy

.

Migrate a Docs template from 1 tenant to another

See Move Docs Templates Between Tenants.

Share a Docs template with unspecified users using a URL

Select a Docs template in Drive and click

Share

.

Enable the

Link Sharing

option. The ability to use link sharing is a system setting. If you don't see the option, check with your administrator.

Select the permission level. Everyone who accesses the Docs template using the link will have this level of access.

Click

Copy Link

. Give this URL to people you want to share the Docs template with. For more information about sharing, see the Drive User Guide.

Share a Docs template with specific users

Sharing with individual users enables you to set a specific permission level for the person and these settings remain active even if you turn off link sharing.

Select a Docs template in Drive and click

Share

.

From

Share with Individuals

, enter the users that you want to share with and select a permission level in the drop-down menu.

(Optional) Type a message for the users you're sharing with. The message displays in the Workday notification that the users receive after you click

Share

.

When you share a Docs template with an individual user, the user receives a Workday notification and, if enabled on the tenant, an email. The user receives the notification whether or not they have access to the Drive domain, but they must have access to Drive
and Docs
domains on the System functional area to open the template. For more information about sharing, see the Drive User Guide.

Share a Docs template with security groups

Sharing with a group of users enables you to set a specific permission level for the group and these settings remain active even if you turn off link sharing. The ability to use group sharing is a system setting for each Drive item type. If you don't see the option, check with your administrator to ensure that it's enabled.

Select a Docs template in Drive and click

Share

.

From

Share with Groups

, enter the groups that you want to share with and select a permission level in the drop-down menu.

Preserve a previous version of the Docs template

You can copy the Docs template or download it in the DWXF file format if you want to preserve the current version of data or content, before updating it.

Remove a Docs template

From Drive, select the Docs template and click

Remove

. Drive moves the file to the trash.

Note
: Business processes continue to use removed Docs templates. Additionally, removed Docs templates continue to be selectable in the Configure Generate Document list. Before removing a Docs template, make sure you removed it from any business processes it's configured to. We recommend renaming the template after removing it, adding an indicator to the name that reminds you not to use it.

Recover a Docs template from the trash

From Drive, select

Trash

. Select the Docs template and then click

Restore

. Workday places restored file in the

All Files

view.

If you select to remove a Docs template that was shared with you but you're not the owner, you remove your access to the template. The Docs template disappears from the Drive file list and it doesn't display in the trash.

Permanently delete a Docs template

Access the Drive Permanent File Delete task.

Before you can permanently delete a Docs template, you must remove it from any business process it's attached to. It's not possible to permanently delete a Docs template that is, or has ever been, configured to a business process.

Manage templates in different languages

Templates in different languages need to be created and managed independently. Workday Docs doesn't support the concept of a translate instance as with traditional Docs templates and text blocks.