Templates give a common structure to articles of the same kind. You can recreate the templates your company already uses, or think about which types of content should follow a standard format: meeting notes, competitor profiles, project sheets, onboarding processes, etc.

Each template has a name, an icon and a colour. It can be available on the whole platform or only in some spaces. Contributors find the templates in the "Create" menu.

Manage templates

Click "Create", then "Manage templates" at the bottom of the menu. The page lists:

Default templates (Article, Decision Tree): they cannot be edited, but you can deactivate them.
Custom templates: your own templates, with the spaces where each one is available. Use the switch to activate or deactivate a template.

Create a template

Click "Create a Template". The template builder opens.

1. Set up the template

In the panel on the left:

This template is ready: activate it only when contributors can start using the template.
Icon: shown in the "Create" menu and on the content cards.
Availability: "All Spaces", or only the spaces you choose.
Colour: shown on the content cards and in the article.

2. Name the template

Choose the language of the template with the language tab at the top (use "..." to add a language), then type the Template Name. Prefer a short name, under 25 characters, so that it shows in full in the menu.

3. Build the structure

Title

You can leave a free title, which each contributor writes, or set a default title. You can also use a structured title, for example "Meeting notes Team of dd/mm/yyyy", where the parts in italics come from the structured fields of the article. This keeps the titles of all these articles consistent.

To create a structured title:

First add the structured fields you want to use (see below).
Next to "TITLE", click "..." and then "Convert to structured title".
Add the fields to the title.
Save the template.

Structured fields

Under "STRUCTURED FIELDS", click "Field".
Give the field a name.
Choose the type of field in the list. The types are described below.
Tick "Mandatory" if contributors must complete the field before they can publish the article.

Add as many fields as you need. To organise them, use "Line" (a separator), "Section" (text that contributors cannot edit) and "Heading Section" (a heading between fields).

Body

Prepare the structure of the article body, the same way you write an article: add headings, lists, places for a file or an image, etc.

4. Preview and save

Click "Preview" to see the template as contributors will see it, then click "Save".

The types of structured fields

Text: a short text.
Multiline text: a text on several lines.
Email: an email address, in the correct format.
Number: a number.
Checkbox: a true/false value, shown as a checkbox.
URL: a link, in the correct format.
Date & time: a date with a time, for example a deadline or a meeting.
Date: a date without time.
Name: a last name and a first name.
Phone Number: a phone number.
Tag: one tag from a category.
Multiple Tags: one or more tags from a category.
User: one user of the platform, for example a project manager.
Users List: several users of the platform, for example the members of a project team.
Author, Publication date, Source, Publisher and Location: these fields are completed automatically.

Apply a template

Sometimes a template comes after the content: someone notices that many articles follow the same pattern. To add the fields of a template to existing articles, apply the template. You can do it on one article from its menu, or on several articles at once with a bulk action.

Apply a template to one article

Open the article and click the three dots at the top.
Click "Apply a template".
Choose a template in the list. You can type its name to search for it.
Click "Apply". A message confirms that the template has been applied. You stay on the article.

The list only shows the templates you can use in the space of the article: templates for the whole platform, and templates for that space. For an article that is not in a space, the list only shows templates for the whole platform. If there are none, the window says so.

The article now shows the template name above its title.

The template fields are empty after you apply the template. Edit the article to complete them. Mandatory fields are empty too, so you need to complete them before you can publish the article again.

The option does not appear on articles that already have a template.

Apply a template to several articles

Create the template you want to apply, or use an existing one.
In a space or in the search results, select the articles.
In the bar at the bottom of the page, click the three dots, then "Add template", and choose the template.
Edit each article to complete the new fields.

To learn more about selecting articles, read Bulk actions.

The fields are not completed automatically. You need to do it yourself.
You cannot apply a template to an article that already has one. This bulk action only works on articles without a template.

Create templates