Creating a template from an activity to reuse resources

If you and your team used an activity to complete a process and that activity proved useful, because it captured the steps that you needed to complete and gathered together all the resources that you needed, you can use that activity as the starting point for a template.

About this task

To create a template from an activity, complete the following steps:

Procedure

  1. Open the activity that you want to use as the starting point for the template.
  2. Click Activity Actions, and then select Copy As New Template.
  3. Edit the following fields. By default, they contain information that pertains to the activity that you are using to create the template.
    Name
    Edit the name of the template. The default value is the activity name. Choose a name that is generic enough that it can be used in different situations. For example, if the name of the activity is Acme sales engagement, change the template name to Sales engagement.
    Tags
    Edit the keywords associated with the activity; delete tags that are too specific to the current activity to be included in the template, or add new keywords. Separate multiple tags with commas.
    About this template
    Edit the description to include information about how the template is meant to be used.
    Starting page
    Specify which view to display by default when the activity is created. Choose one of the following views:
    • Activity Outline
    • Recent Updates
    • To Do Items
  4. Add members to the template.
    • Select Person, Group, or Community from the Members drop-down list.
    • If you want to add a member to a role other than the default role of Author, click the down-arrow next to the Author field, and then select Owner or Reader. The access level options are defined as follows:
      Author
      Can view content and add entries.
      Owner
      Can add content, view and edit all entries, and manage the membership of the activity.

      As the creator of the activity, you are automatically added as an owner.

      Reader
      Cannot contribute to an activity; access is restricted to only viewing content.
    • Begin typing the name of the community or the name or email address of the person you want to add into the text field. Alternatively, you can search for a particular group by clicking Browse Groups, and then entering a keyword for the group and clicking Find Groups. Click the group you want and then click Add. If the group contains nested groups within it, you can either add the parent group or select a nested group. Use the breadcrumb trail to switch between levels of nested groups
      Note: If the product is configured to hide email addresses, then no matches are returned when you type an email address into the field; type person's name instead.
    Note: The group feature is available upon request. Contact your administrator for information.
  5. To add a person, group or community to a role other than the default role of author, click the Author field arrow, and then select Owner or Reader. The access level options are defined as follows:
    Author
    Can view content, add entries, and edit own entries.
    Owner
    Can add content and can view and edit all entries. As the activity creator, you are automatically added to it as an owner.
    Reader
    Cannot contribute to an activity; access is restricted to viewing content only.
  6. Click Save.
  7. Review each of the entries in the template and remove any entries that are not applicable to the process in general. For example, you might have created a message entry with your home number on it so your teammates could reach you in the case of an emergency. This entry is one that you would want to remove from the template to avoid publishing your home number to the entire organization.
  8. Enhance the template by adding entries. Add standard entries and to-do items to cover pertinent information that might have been missing from the existing activity.

What to do next

The template is now ready for use. Be the first to put it to the test by creating an activity from the template.



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