Create a workspace template

Build the folder layout that a record's Notes, Files or Access tab starts with, save it as a draft, activate it, and apply it to a customer, work order or project.

In the sidebar, open Settings, then choose Workspace Templates under Templates. The page address is /settings/org/templates/workspaces.

A workspace template is a set of folders. Apply it to a record and its Notes, Files or Access tab gets those folders, so every customer or work order is organized the same way. A draft is editable; an active template is frozen.

Before you start

• Your role needs permission to read templates to open the page and permission to create them to add one. Activating a draft needs its own permission.
• Folders have to be turned on for that kind of record (Turn on folders for a record type). If a record's Files tab shows no folders at all, that is a folder setting, not the template.

Steps

1. Press New template. The New template drawer opens.
2. Pick the Kind: Notes Workspace Template, Files Workspace Template or Access Workspace Template.
3. Type a Key (a stable id such as operations.onboarding), a Name and a Description.
4. Under Payload, keep Visual builder selected. Pick the Owner Type the template is for, such as a customer or a work order.
5. Under Folder builder, build the tree in Folders: press the new-folder button in the header to add a top-level folder, type its name and press the save icon. Open a folder's Folder actions menu to Add subfolder or Rename folder. Drag folders to reorder them.
6. Press Create draft. The drawer stays open on the saved draft.
7. Press Activate. The status changes to Active and the template can be applied.

To apply it to one record now, scroll to Apply workflow. Under Owner ID, paste the code at the end of that record's page address, such as acct_1a2b… for a customer. Press Dry run first to see what would be created, then Apply. Last apply summary shows the result.

To apply it automatically to every new record of that type, scroll to Automation bindings and press Add auto-apply binding.

What you see

• The list shows each template with its Kind, Status (Draft, Active, Archived), Version and Tags.
• On an active template the Folder builder is read-only. Press Create editable draft to copy it into a new draft.
• Apply missing folders only (non-destructive apply) is on by default, so applying to a record that already has folders only adds missing ones.
• JSON editor shows the same template as text. You do not need it.
• The row menu offers Open, Activate, Duplicate draft or Create editable draft, and Archive.

If something looks different

• New template is missing: your role cannot create templates.
• Activate is off: your role cannot activate. On an active template it is replaced by Create editable draft.
• Dry run and Apply are off with a note about Content Organization: folders are turned off for that kind of record.
• Apply did nothing on a record: you pressed Dry run rather than Apply.
• The folders you added are not on new records: the template is still a draft, or there is no auto-apply binding for that record type.

Open Workspace Templates