Skip to main content

Master Template Form

The Master Template Form feature allows administrators to set up a standard template that automatically loads whenever users create new forms. This ensures consistent branding, styling, and common elements across all forms in your organization while still allowing customization for specific needs.

Key Benefits​

  • Consistent Branding: Automatically include company logos, headers, and standard elements in all new forms
  • Time Saving: Eliminate repetitive setup by starting with pre-configured templates
  • Standardization: Ensure all forms follow organizational guidelines and styling
  • Flexibility: Users can still customize the template for their specific requirements

Prerequisites​

  • Administrator access to system settings
  • At least one published form to use as a template

Setting Up a Master Template​

Step 1: Create Your Template Form​

  1. Navigate to Forms in the main menu
  2. Click Create New Form
  3. Design your template form with:
    • Company logo and branding
    • Standard headers and footers
    • Common form elements (contact information, disclaimers, etc.)
    • Preferred theme and styling
  4. Important: Make sure to Publish the form when complete
  5. Important: Do not use the template in any workflow. It is intended for use only when creating new forms.

Step 2: Configure the Master Template Setting​

  1. Go to Settings → System Settings from the main menu
  2. Click on the Workflow tab
  3. Locate the Master Template Form dropdown
  4. Select your published template form from the list
    • Forms are displayed as: "Form Name (Form ID v Version)"
    • Only published forms appear in this list
  5. Click Save to apply the changes

Managing Templates​

Changing the Template​

  • Return to System Settings → Workflow
  • Select a different published form from the dropdown
  • Save the changes
  • New forms will immediately use the updated template

Removing the Template​

  • Go to System Settings → Workflow
  • Select the empty option (first option) in the dropdown
  • Save the changes
  • New forms will return to starting blank

Updating Template Content​

  • Edit the original template form
  • Republish the form
  • Changes will apply to all new forms created after the update
  • Existing forms remain unchanged

For Form Creators​

Creating Forms with Templates​

Step 1: Start Creating a New Form​

  1. Navigate to Forms in the main menu
  2. Click Create New Form
  3. The form builder will automatically load with the master template content

Step 2: Customize Your Form​

  1. Form Details: Enter your specific form name and prefix (these fields start empty)
  2. Content: Modify the template content as needed:
    • Add, remove, or edit form fields
    • Update text and labels
    • Adjust layout and styling
  3. Branding: Keep or modify the template's branding elements
  4. Theme: Change the theme if different from the template

Step 3: Save and Publish​

  1. Save your customized form
  2. Test the form functionality
  3. Publish when ready for use

Working with Template Elements​

What Gets Inherited​

When you create a new form, you automatically receive:

  • All form fields and components from the template
  • Theme and styling settings
  • Layout and structure
  • Custom CSS and JavaScript (if any)

What Stays Empty​

  • Form name (you must enter this)
  • Form prefix (you must enter this)
  • Form-specific settings that should be unique

Customization Options​

You have full control to:

  • Add new form fields
  • Remove unwanted template elements
  • Modify existing fields and their properties
  • Change themes and styling
  • Adjust layout and organization

Common Use Cases​

Corporate Branding Template​

Create a template with:

  • Company logo in the header
  • Standard color scheme
  • Footer with company information
  • Legal disclaimers or terms

Department-Specific Templates​

Set up templates for:

  • HR forms with employee information fields
  • IT request forms with standard categories
  • Customer feedback forms with rating scales
  • Event registration forms with common fields

Compliance Templates​

Design templates that include:

  • Required regulatory information
  • Standard consent checkboxes
  • Data protection notices
  • Audit trail components

Troubleshooting​

Template Not Loading​

Problem: New forms are blank instead of loading the template

Solutions:

  1. Check that the template form is still published
  2. Verify the template is selected in Settings → Workflow
  3. Confirm you have the correct permissions to access the template

Template Form Deleted​

Problem: The template form was accidentally deleted

Solutions:

  1. The system automatically falls back to blank forms
  2. Create a new template form and reconfigure the setting
  3. Contact your administrator to restore the template if needed

Template Changes Not Appearing​

Problem: Updates to the template aren't showing in new forms

Solutions:

  1. Ensure the template form is republished after changes
  2. Clear browser cache and try again
  3. Verify you're editing the correct template form

Permission Issues​

Problem: Cannot access template settings or forms

Solutions:

  1. Contact your system administrator for proper permissions
  2. Ensure you have administrator access for template configuration
  3. Verify your user role includes form management permissions

Best Practices​

For Administrators​

  1. Template Design:

    • Keep templates simple and flexible
    • Include only essential common elements
    • Test templates thoroughly before deployment

  2. Template Management:

    • Document which form is used as the template
    • Notify users before changing templates
    • Maintain backup copies of important templates

  3. User Communication:

    • Train users on how templates work
    • Provide guidelines for customizing templates
    • Share best practices for form creation

For Form Creators​

  1. Template Usage:

    • Review template elements before making changes
    • Preserve important branding and compliance elements
    • Test forms thoroughly after customization

  2. Customization:

    • Make minimal changes when possible
    • Document significant modifications
    • Consider creating new templates for recurring needs

Frequently Asked Questions​

Q: Can I use any form as a template?​

A: Only published forms can be selected as master templates. Draft or unpublished forms won't appear in the template selection dropdown.

Q: What happens if the template form is deleted?​

A: The system gracefully handles this situation by falling back to creating blank forms. No error occurs, but new forms will start empty until a new template is configured.

Q: Can I have different templates for different users or departments?​

A: Currently, there is one master template for the entire system. All users creating new forms will use the same template.

Q: Do changes to the template affect existing forms?​

A: No, changes to the master template only affect new forms created after the change. Existing forms remain unchanged.

Q: Can users override or ignore the template?​

A: Users cannot bypass the template, but they have full control to modify or remove template elements after the form is created.

Q: Is there a limit to template complexity?​

A: Templates can be as complex as any regular form. However, simpler templates are generally more flexible and user-friendly.