Information Template
With an Information Template, multiple recurring pieces of information can be summarized and provided together in a template. Unlike an Information Catalog, where only individual pieces of information can be selected, an unlimited number of pieces of information can be added to a template.
Additionally, there is the option to specify in the template which users or user groups are responsible for each piece of information. This means that when creating an entry, not only are the information automatically adopted, but also the corresponding responsibilities.
Information templates are particularly suitable for standardized processes where the same information needs to be distributed to different people regularly. This reduces manual effort, ensures consistent communication, and ensures that all relevant information and responsibilities are fully considered.
Setting Up an Information Template
Follow these steps to create an Information Template:
- Start in the Flow Path Administrator Role Center.
- Navigate to Catalogs and Templates in the menu bar and select the Information Templates menu item.
- Click on + New to create a new information template.
- Assign a Code for the information template. This serves as a unique identifier for the template. Optionally, you can also provide a description.
- Navigate to the Information section.
- In the Catalog Code column, select an information catalog. You can combine information from different information catalogs in one template.
- In the Information Line Number column, select the information you previously stored in the selected information catalog.
- The Critical column indicates whether the selected information has been marked as critical in the information catalog.
- Select a Recipient Type. As a recipient, you can either specify a single user or a user group.
- Depending on the selected recipient type, either the available users or the configured user groups will be displayed for selection.
Once you have completed the creation of the information template, you can leave the page.
Tip
You can create as many Information Templates for different use cases as you like. This centralizes recurring information and responsibilities, saving time and ensuring consistent communication.
How to create an information entry using an information template via the Flow Path Info FactBox can be found at Creating a Flow Path Information Entry.
Removing an Information Template
Information Templates can be deleted at any time, as they merely serve as a compilation of information from one or more Information Catalogs. Deleting an information template does not remove the underlying information catalogs or the information contained within them.
This allows for the easy deletion of templates that are no longer needed without losing already defined information or existing catalogs. This keeps management clear, and the reusable information remains available for other templates or processes.
Follow these steps to delete an Information Template:
- Start in the Flow Path Administrator Role Center.
- Navigate to Catalogs and Templates in the menu bar and select the Information Templates menu item.
- Select the information template you want to delete.
- Click on the Delete action.
- Confirm the subsequent warning message displayed.
The information template will now be deleted. The information stored in the associated Information Catalogs will remain unchanged.
Removing Information from an Information Template
Individual pieces of information can be removed from an Information Template at any time. The information in the underlying Information Catalog will remain intact.
Follow these steps to delete a piece of information from an Information Template:
- Start in the Flow Path Administrator Role Center.
- Navigate to Catalogs and Templates in the menu bar and select the Information Templates menu item.
- Select the information template from which you want to remove a piece of information.
- Navigate to the Information section and highlight the information you want to delete.
- Click on the Delete Line action.
- Confirm the subsequent message with Yes to remove the selected information from the template.
The information will be removed from the information template. You can then leave the page.
Information
If the information template has already been used for Flow Path Entries, those entries will remain unchanged. The information will only be removed from the template and will not be available for future uses of the information template.