The Details tab of a Folio Template has various setting that can be changed by an administrator.
Top Bar
- Edit: Change the details for this template.
- Copy: Make a copy of this template.
- Export Template: Export out a JSON file of this template, which you can use to import the template into another Folio instance. More information on this can be found here.
- Deactivate: Deactivating means that you will no longer be able to make Folios from this template, and any Folios that have already been made will become inactive as well.
- Delete Permanently: Delete the template permanently. This can only be done if no Folios have been made from the template.
General
Status: Template status. This can be changed by selecting Deactivate above.
Name: The name of the template.
Prefix: The prefix determines the keys of Folios made from this template. For instance if the prefix is SRV the first Folio made from this template will have the key SRV-1, then the second will have SRV-2 etc.
Category: The category of the template. Templates in the same category will appear in the same bucket when clicking on Folios at the top of the screen.
Description: The description of this template.
Instructions: Instructions given here will appear at the top of the page when a user tries to create a new Folio from this template.
Notifications
You may want to configure which built in email notifications are sent by records on a Folio Template. The notifications section allows you to turn on or off built in notifications that are sent from a Folio record.
The options to configure notifications are as follows:
All Notifications
The All Notifications switch turns off all built in notifications from a Folio Template. All the notifications listed below the switch will be turned off. Users will still receive emails sent in the daily digest, sent by automations and email notifications informing them that a Zip file has been created from a Folio record on that template.
General Notifications
|
On Assignment |
A notification is sent to the Person(s) responsible for a Folio when it is created or when the Person Responsible is changed. After turning the notification on you can choose to either have this notification sent to the user immediately, or as a part of the Daily Digest Email the following day. To change this just click on the blue box. |
|
Before End Date |
If the template has the built in End Date field this notification will appear. The Notification before the end date will send the Person Responsible Notifications before the Date specified in the End Date field based on what has been setup for this notification. To change the settings click on the blue box and you can change the settings for when the notification should be sent. |
|
After End Date |
If the template has the built in End Date field this notification will appear. The Notification after the end date will send the Person Responsible Notifications after the Date specified in the End Date field based on what has been set up for this notification. To change the settings click on the blue box and you can change the settings for when the notification should be sent. |
Approval Notifications
|
Request for Approval |
Request for Approval will send an email to the selected approvers when an approval request has been made |
|
Folio Approved |
Folio Approved sends an email to the Person Responsible when the Folio has been approved. |
|
Folio Rejected |
Folio Rejected sends an email to the Person Responsible when the Folio has been rejected. |
|
Folio Closed |
Folio Closed sends an email to the Person Responsible when the Folio has been closed. |
Credential Notifications
The credential Notifications will only appear on the template if credentials are turned on for the template.
|
Credential Requested |
When a Credential/s is requested a notification is sent to the selected contacts |
|
Credential Uploaded |
After an Credential has been uploaded the person responsible of the Folio will receive a notification informing them that it is now ready for review |
Confidential Notifications
|
Folio Made Confidential |
When a Folio is made confidential an notification is sent to all users in the confidential users pool. |
|
Folio Removed Confidential |
When a Folio has its confidential removed an notification is sent to all users in the confidential users pool. |
Draft Notifications
|
Note Created /Updated in a Draft |
Sent to the collaborators on the draft when a note is created or updated on a draft record. |
|
Invitation to collaborate on a draft |
Sent to the Collaborators when they are invited to collaborate on a draft. |
|
Draft updates |
Sent to the Collaborators in the daily digest when an update is made to the draft. |
Settings
Auto Generate Folio Title: Users usually give each Folio a Title on creation, this is a mandatory field. You can provide the option to auto generate the Folio Title by selecting ‘yes’ in the option ‘Auto Generate Folio Title’.
There are 2 options to auto generate the Title, the first is Default Template Name - every Folio created when this option is selected will simply get the Template Name as its Title. The second is User Defined - with this option the title of the Folio is determined by the responses to certain fields on the template (Short text, Long text, Single Select, Multi Select, Numeric and Date/ Time Fields can be used. Fields in a table are not supported). The Title is autogenerated when the Folio is submitted or a draft Folio is published. Please note, If the draft Folio has a title. the title will not be auto-generated. Title will be restricted to a maximum of 255 characters. The Title must have a minimum of 3 characters, if it doesn’t the user will be unable to Submit the Folio.
Add PDF to Attachments on Creation: Select this option if you want a PDF of the folio to be generated and attached to the Folio when it is created.
Super Sensitive: Mark the template as super sensitive. For more information on this feature click here.
Ability to make Folios Confidential: Allows users to mark Folios made from this template as confidential. For more information on this feature click here.
Ability to create Folio by Import: Allows users to create Folios on this template by import.
Ability to Delete Folios: Allows an super user to permanently delete records in the template, they will need to provide an reason and the deletion is recorded in the deleted folios history on the admin screen
Ability to Request Variation: Allows an user to use the variations feature to request an variation to the record, For more information about variations click here
Credentials and Eligibility Criteria: Set up credentials and eligibility criteria for entities on this template. For more information on this click here.
Service Provider Eligibility Criteria: Set up credentials and eligibility criteria for service providers on this template. For more information on this click here.
Deliverables: Activates the Deliverables tab for Folios made from this template. For more information on using Deliverables click here.
Show Indicators Tab: On the record show the indicators tab for any checklist that have indicators questions, for more information click here
Create Link for Signed in Users: Activates the Create Link for this Folio Template. For more information on this feature click here.
Send Back to Submitter: Allows an user to send an Folio record created by an user back to that submitter. While it has been sent back it will be in a read only mode until they have submitted it again. For more information click here
Pre-populate User Details in Folio Fields: Allows you to pre-populate fields when a user is creating an record with fields from that user, such as their Name, Business Unit or Email Address. For more information click here