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Advanced Work with Card Templates

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In this article:

Overview

Many documents have the same structure, so you can create them using templates. The same goes for similar tasks. Why not create an entire workflow template?

Learn to use KanBo to its full potential by combining:

In this article, we will demonstrate how these three features can be connected in practice to create a customized workflow.

Using card templates together with document folder definitions and document templates, you can build the structure of the company’s document library. KanBo allows you to create complex repositories. You can create documents directly from the card level and be sure that they are in the right place.

The following diagram shows a simplified model of using these features. The space can represent a company department with appropriate documents and tasks such as cards. 

Card templates are for creating the pattern of the workflow. Use them for your regular work. Go through the steps needed to build the structure from the example below.

Advanced work with card templates

There are 5 main steps in this guide:

First: Setting

  1. Create a card template.
  2. Set document folder definition in the card template.
  3. Declare allowed document templates.

Second: Working

  1. Create a card using a card template.
  2. Create a new document from the allowed document templates in the document folder.

See the diagram illustrating our example to better understand the next steps.

The example shows a card template named Job Position with a Job Posting Materials document folder inside it. This folder has a Job Offer Template document template added as allowed.

This card template was the base for the card named Marketing Specialist with the Marketing Specialist January 2023 folder automatically created inside. The folder contains the Marketing Specialist Job Ad file, that was created based on the Job Offer Template file.

Before you start, find out if you have a document template source added. 

1. Create a card template

See how to create a card template.

2. Set the automatic document folder definition

See how to declare the automatic document folder definition.

3. Add allowed document templates

Now, when you are at a card template with a document folder definition set, you can choose allowed document templates for your future cards.

  1. Open the card template.
  2. On the document folder, go to More (the three-dots menu), and then select  Settings
  3. Select  Allowed document templates.
  4. Select + Add.
  5. Now select the document templates you want to allow for this folder. It will be available on every card created with that template. Use breadcrumbs to navigate.
  6. Mark every document template you may need and confirm with the + Add selected button.

Now that everything is set up, you can start regular work.

4. Create a card using the template

It’s time to create a card in space. Note, that you can also apply the card template to an existing card.

Example: Card created based on a card template. The Job Posting Materials folder is already here.

5. Create a new document using allowed template

Now you can create a document that will be based on the prepared and chosen document template.

  1. Below the document folder, select + Add document >  Add new document from template.
  2. Select one of the allowed document templates.
  3. Enter the name for the file, and then select Add.

Done. A new document based on the document template appeared in the card folder.

When the document is created, you can also find it in space documents. Note the difference between a folder name in a card and its real name, which includes a card name.

FAQ

Document folder definition is the process of assigning document folders to cards based on card templates. In other words, it’s the process of creating a specific format for storing documents in the cards.

Yes, you can choose which document templates are allowed for your card template folders by going into the folder’s settings and selecting the Allowed document templates option.

You can create a new card using a template by selecting the desired card template during the card creation. You can also apply a card template to an existing card by selecting the card and then clicking Apply template from the card menu.

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