Skip to main content

FAQs: Managing Templates and Their Impact on Projects

This article answers common questions about how templates behave in Authorium, especially when edited, published, or deleted. It also covers who can manage them and best practices for naming templates effectively.

Do template changes affect existing projects?​

No. Updating a published template does not automatically change projects that were already created from it.
Existing projects continue using the version of the template that was active at the time of creation.
New projects use the latest published version of the template.

Templates act as blueprints. Once a project is created, it is detached from future template changes.

How can template changes be applied to an existing project?​

There is no automatic way to retroactively apply template changes to existing projects. To reflect updates manually:

  • Edit specific forms or documents within the project.
  • Replace content with updated versions, if applicable.
  • Reassign configuration manually where permitted.

If updates are extensive, consider creating a new project from the updated template and migrating data manually.

Who can create, edit, or publish templates?​

Only users with administrative permissions can manage templates. These roles typically include:

  • System Administrators
  • Template Managers
  • Any user assigned the Manage Templates permission in role-based access To confirm access, review the organization’s permission settings under Settings > Roles & Permissions.

What happens if a template is deleted?​

Deleting a template removes it from the system and prevents future use in projects.
However, it does not affect projects that were already created using that template. Here’s what happens:

  • Existing projects retain their structure and content.
  • Historical audit logs remain intact.
  • The deleted template is no longer visible in configuration or available for reuse.

If a template is still in use or may be reused later, consider archiving it instead of deleting it.

What are best practices for naming templates?​

Clear and consistent names help users identify templates quickly and avoid confusion. Consider the following:

  • Use functional titles (e.g., “Standard Evaluation Template”).
  • Include version identifiers for evolving templates (e.g., “RFx Template v2.1”).
  • Avoid vague terms like “New Template” or “Copy of...”.
  • Use tags like “WIP” in titles for templates still in development.

Use consistent naming across teams to streamline template selection and reduce miscommunication.

See Also​

To complement your knowledge of this process, check the following pages: