Templates

Prerequisite: To configure templates, you must be assigned the DATAADM access code.

About templates

You can create templates that your WorkZone users can use when creating new cases to have all values from a relevant template automatically filled in. For example, you can create a template called Fraud investigation with filled in Case handler, Responsible unit, Acting unit, Description, Case group, Retention code, Sensitivity, and/or any other relevant fields, and then enable your Fraud investigation template for cases. After that any user in your organization will be able to select your Fraud investigation template when creating cases from a template (via Create case > From template), and have these fields automatically pre-filled for their new case. This would ensure unified case creation by your WorkZone users when they use relevant template.

  • You create and enable templates for relevant entities (cases, document, contacts, custom types) by adding and defining the needed values in the WorkZone TemplateBuilder tool. Once saved, your templates will appear on the Templates tab in Configurator where you can manage them. If needed, users can manually edit any of the pre-filled fields, before saving their new case.
  • You can structure your templates by topics. This means creating the needed CustomDomain property (for example, for a particular area, department, group, or a keyword) and then assigning that property to a template in the Topic dropdown of the Edit template dialog (see Create a new template topic and Edit an existing template ). After that, users will be able to see that topic and all its templates, when selecting a template during case creation in WorkZone.
    Important: Templates without a topic will not be visible in WorkZone.
  • In WorkZone QueryBuilder, you can track the template usage for case creation in your organization (for example, by creating a query with the Case template usages (CreatedFromTemplates) value).
  • If you export or import templates from the different WorkZone databases, remember to verify any values addressed by keys (for example, facets), as these keys might differ across different instances of WorkZone.

Create a new template

  1. On the start page, select Global > Templates.
  2. On the Templates tab, click Create. The WorkZone TemplateBuilder tool will open.
  3. In the Entity field, select for this template a relevant entity (that is, Cases (Files), Documents (Records), Contacts (Contacts), or relevant custom type) to enable your template for cases, document, contacts, or relevant custom types, respectively.
    Important: Until a template is enabled for a relevant entity in the TemplateBuilder, users will not see it in WorkZone.
  4. In the Data field, click to add a new value field for your template. Repeat, until you have added and filled in all the needed values.
    • Click to remove an existing value field from your template.
    • Click Documentation... to open the data model documentation about all available values and their usage.
      Tip:
      • Set the FileGroup_Value to change the type of the case created from this template, and to see the form fields specific for the selected case type.
      Example: For example, you want to create a case template to cover electric bicycle registrations submitted in 2025. You want all cases created from this case template to use the case type "KTRL"and have the following fields automatically added and pre-filled from your template: Title, Faceting, Sensivity, Retention policy, Description, and Case handler. You also want all cases created from this case template to have two added notes titled: "Note 1: Model" and "Note 2: Owner". To achieve that, you create a template with the following values in the TemplateBuilder:
      • Entity: Cases (Files)
      • Title (Title): Electric bicycle reg
      • Faceting > Key in fcs (FileClassKey_Value): [needed_value]
      • Sensivity (FkSensivityUuid_Value): [needed_value]
      • RetentionPolicy > RetentionPolicyCode_Value: [needed_value]
      • Text > Description (Text): Private electric bicycle, purchased in Oct 2025
      • WzcNotes > Title (Title): Note 1: Model
      • WzcNotes > Title (Title): Note 2 : Owner
      • Case handler (Officer_value): [needed_value]
      • Case Group (FileGroup_Value): KTRL
  5. Click Save Template.
  6. In the Save Template dialog, enter the Name and Description, and click Save New.
    • Select the Use absolute dates checkbox, if you want to use absolute dates (for example, 27 February 2021) instead of relative dates (for example, Today +1) for the date values.

Create a new template topic

  1. On the start page, select Global > System droplists.
  2. Select the TT, Template topic droplist.
  3. In the bottom-right corner of the page, click Create.
  4. Fill in the following fields in the Create system droplist value dialog:
    • Label by default: The default template topic name that is visible for users.
    • Code: The code in the database.
    • Localize labels: Optionally, provide the template topic name in other languages.
    • Rank: Select a rank for this topic template. Ranking will determine the sort order of the drop-down list: the highest rank (or the top-most option in the drop-down list) is 0. Identical or empty rank numbers will be sorted in the descending alphabetical order.
    • Selectable: Enable this value to make the topic visible to the users in .
    • Start date:  Optionally, specify the date when this template topic becomes active. Before the start date, the template topic is invisible on the user interface.
    • End date: Optionally, specify the date when this template topic is deactivated. After the end date, the template topic becomes invisible on the user interface.
  5. Click Save.

Edit an existing template

Edit the template details in Configurator

  1. On the start page, select Global > Templates.
  2. On the Templates tab, select the needed template and click Edit. The template edit dialog will open.
  3. Apply the needed changes to the Name, Description, Topic, and Access code (to restrict access to this template to certain departments and/or users) fields.
  4. Click Save.

Edit the template values in the TemplateBuilder

  1. On the start page, select Global > Templates.
  2. On the Templates tab, select the needed template and click Edit template. The WorkZone TemplateBuilder tool will open.
  3. Apply the needed changes.
  4. Click Save Template.
  5. Click Save New to save your changes as a new template, or click Update to update the existing template.

Delete a template

  1. On the start page, select Global > Templates.
  2. On the Templates tab, select the needed template and click Delete.
  3. In the confirmation dialog, click Delete.