Creating entry templates to manage documents

With entry templates, you can control how documents are managed in the repository by defining the location, class, property values, or security of items.

To create a document entry template:

1. Click Open Entry Templates View and then select New Entry Template > Document Entry Template.
2. In the Define the Entry Template section, specify information about the entry template, such as where the entry template is saved and when the entry template is used.
   Keep the following information in mind when you define the entry template:

   Option	Additional considerations
   Save in	If you save the entry template in a teamspace, the entry template can be used only within that teamspace.
   Inherit the security settings from the parent folder	If you select this option, the inheritable security settings from the parent folder are added to the list of users and groups that the entry template is shared with. Restriction: This option is available only when you create the entry template.
   Share with	If you share the entry template with other users or groups, they are added to the entry template as readers. Restriction: This option is available only when you create the entry template. After you save the entry template, you can modify the security of the entry template from the Security tab of the Properties page.
   Use this entry template when users	Some of the configuration options in subsequent sections apply only when documents are added or checked in. For example, if you hide the Properties section, it is only hidden during add or check in actions. The settings are not used when the properties of the document are modified. If the class that is selected in the Set the Item Properties section is not configured to store entry template IDs, you can use the entry template only to add items.

3. In the Set the Item Storage Location section, specify where items that are added by using the entry template are stored and whether users can override the default save in location.
   Keep the following information in mind when you specify where the items are stored:

   Option	Additional considerations
   Hide the Save in field	If you select this option, users cannot change where items are stored when they are added to the repository. Additionally, if the entry template requires users to add items to folders, you must specify a folder.
   Default Save in location	The default location that you select imposes restrictions on the runtime behavior of the entry template: Users cannot select a different repository. If the default location is the repository, users can select a folder within the repository. If the default location is a teamspace, users cannot select a different teamspace. However, if users associate the entry template with a folder, the folder is used as the storage location when items are added to the folder. The user can override this behavior by modifying the association to use the entry template storage location. You can specify that the items that are added by using the entry template are stored on a different repository than the repository where the entry template is stored. However, the repositories must be in the same domain.
   Require users to add new items to a folder	If you select this option and you hide the save in field, you must specify a folder in the Default Save in location field.

4. In the Set the Item Properties section, specify the default or predefined values for the items that are added by using this entry template.
   In addition, you can click Edit Layout to change the layout of the properties to control which properties are displayed, which properties are read-only or required, and the order in which they are displayed.

   Keep the following information in mind when you specify the properties of the items that are added or modified by using this entry template:

   Option	Additional considerations
   Hide the Properties section	If you select this option, users cannot modify any property values when they add or check in items by using this entry template. The entry template must define all of the values that you want to use when items are added or checked in. The Properties section is hidden only during add and check-in actions.

5. In the Set the Item Security section, specify default or predefined security for the items that are added by using this entry template.
   Users with the appropriate permissions are able to change the security of the item after it is added.

   Keep the following information in mind when you configure the security of items that are added or modified by using this entry template:

   Option	Additional considerations
   Hide the Security section	If you select this option, users cannot modify the security of the items when they add items by using this entry template. The entry template must define all of the security settings that you want to use when items are added or edited. However, if a user has the appropriate privileges, the user can modify the security of the item from the Properties window after the item is added to the repository.
   Override the security defined by the selected class	If you select this option, the security that you specify in the Share with section is the default security for items that are added by using this entry template. Tip: Initially, the default security settings for the class are displayed in the Share with section, but you can modify these settings. If you select this option and choose to inherit the security settings from the parent folder, any inheritable permissions are added to the security that you specify. If you do not select this option, the default security settings for the class are used for items that are added by using this entry template. If you display the Security section, users who have the appropriate permissions can modify the security of items before they are added to the repository. Users with the appropriate permissions can also modify the security of the item from the Properties window after the item is added to the repository.
   Inherit the security settings from the parent folder	If you select this option, the security settings for the parent folder are added to the security settings that are defined by one of the following items: The class that is specified in the Set the Item Properties section The custom security that you specified in the Set the Item Security section
   Security policy	Depending on the security policy that you select, the security policy can: Override the permissions that are specified under Set the Item Security. Add to the permissions that are specified under Set the Item Security.

6. In the Configure a Workflow for the Item section, specify whether a workflow is started when items are added by using the entry template.
7. In the Set Options for the Item section, specify any additional options that you want to apply to items that are added by using this entry template.
   Note:

   • If a Content Engine property was displayed previously in an entry template, then marking the property as hidden in the IBM Administration Console for Content Platform Engine (ACCE) does not hide the property in the UI.
   • Clearing a Content Engine property’s hidden flag in ACCE does not automatically display the property in existing entry templates. The entry template must be edited and the property must be selected manually. If you need to include the property in the request payload, but not select it in the UI, then mark the property as Hidden in the entry template layout editor.