Value and Use Scenarios

Document templates are designed to improve documentation efficiency and consistency across the organization, ensuring standardized structure, format, and content.

• Organizational standards and compliance
  When your organization enforces strict requirements on document format and content, templates help ensure consistent outputs.
• Faster onboarding for new employees
  New hires can produce compliant documents quickly by applying templates, and can also understand role workflows through the template structure.
• Knowledge accumulation and reuse
  Turn proven, high-quality documents into templates so others can learn from and reuse best practices.
• Personal productivity improvement
  Individuals can convert frequently used documents into templates to reduce formatting effort and improve overall productivity.

1. Entry Point Update for Document Templates

In Sanplex Premium (and Enterprise), the Document Templates feature has been moved from Admin to the Template Gallery.

The Template Gallery provides a landing page that displays templates by scope.

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Click Manage Scopes to add, edit, or remove scopes.

Important notes:

• Built-in scopes cannot be deleted.
• If a scope contains categories or templates, deleting it will prompt a warning. You must remove all categories and templates under that scope before it can be deleted.

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2. Maintain Document Templates

2.1 Create a Document Template

A template must be created under a specific scope and category. The Publish and Save as Draft behavior is the same as for regular documents.

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In the template editor dropdown menu, the document-level Sanplex data list insertion entries are removed. Instead, the editor provides Sanplex data list configuration with 12 filters.

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After you select a filter, a configuration dialog appears. The available options vary by filter type (you can explore them in sequence; they are not listed here one by one).

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After the filter configuration is completed, the template editor displays a placeholder for that filter block.

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Use the action buttons on the right to edit the configuration or remove the list block.

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2.2 Edit a Document Template

Editing permissions:

• To edit other users’ public templates, you must have the Edit Document Templates permission in Admin. Without this permission, the Edit button is disabled.
• For templates you created yourself, as long as you have permission to create templates, you can edit them without relying on the Edit Document Templates permission.

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2.3 Delete a Document Template

Document templates can be deleted.

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3. Use Templates to Create Documents

In the document Create button dropdown, a new option Create from Template is available.

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After you click Create from Template, the template selection dialog opens. It displays published templates that the current user has permission to view. Click a template name to preview it.

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After selecting a template, click Next to open the Create Document dialog. Once required information is provided, the document editor opens and automatically pre-fills the document with the template content. Any template filters are inserted as default blocks.

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To render data for a filter block, open the block’s More menu and select Configure Parameters. After configuration, the corresponding list data can be displayed in the editor. (Different filters have different parameters; the example below uses the Product Requirements filter.)

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After configuration, click Save and the editor displays the corresponding list data.

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In documents, Requirements and Test Cases remain fixed to the version at the time they were inserted. When you open details, Sanplex also displays the same inserted version. If you need the latest version, you must re-insert the item.

Example: when inserting a requirements list, Requirement A is at version #1. Even if version #2 is created later, the inserted Requirement A still displays the content of #1, and opening its details also defaults to #1.