Who Is This For?
Template Owners – updating details and ownership
Process Owners/Managers – aligning to the correct Quality Process
QA / Approvers – confirming readiness before review/approval
How to Do It?
Step 1: Update Template Properties
Highlight the template and click the pencil icon on the Properties card. In Details, update the necessary information.
Edit any of the following fields and Save.
Field name | Description | Note |
Title | Clear name that reflects the template’s purpose | Still editable at this stage |
Effective Date | Date when the template should become Effective | Required before sending for Approval; not mandatory during early drafting |
Due Date | Target completion date | Optional |
Default Type for Documents | Default document type (e.g., SOP, WI, Policy) for documents created from this template | Recommended for consistency and automation |
Default Quality Process for Documents | Quality Process assigned by default to documents created from this template | Recommended for consistency and automation |
Quality Process* | The process/area the template belongs to | Required |
Tags | Keywords to categorize and find the template | Optional |
Created from Template | Indicates the base template used (if any) | Optional |
💡Tip: Populate Default Type and Default Quality Process to speed up downstream document creation and keep metadata consistent.
📎 Reference: Understanding the Document workflow
Step 2: Set Template Access (roles & permissions)
Control who can view, edit, review, or approve the template.
In Template Access, click the pencil icon.
Search for users or groups and assign roles such as Viewer, Contributor, Owner, Author, Reviewer, Approver.
Click Save.
📎 Reference: Managing Users and Access
Step 3: Set Document Access Defaults
Make sure documents created from this template inherit the right roles automatically.
In the Access Defaults for Documents, click the pencil icon.
Add users or groups and assign roles (Viewer, Contributor, Owner, Author, Reviewer, Approver).
Click Save.
Ownership notes
Ownership notes
The Template Initiator is automatically set as Template Owner and can be changed under Template Access.
Use groups for roles (e.g., “QA Approvers”) to avoid frequent updates when team members change.
📎 Reference: Managing Users and Access
❗ Compliance Reminder: Effective Date must be set before you send the template for Approval. Missing dates can block approval and delay release.
Tips
💡 Use 2–4 meaningful Tags (e.g., department, process) to improve search without clutter.
💡 Keep Quality Process aligned with your owning function—this drives correct routing and reporting.
💡 After edits, quickly scan the Properties card for completeness: Title, Quality Process, Effective Date (if moving to Approval).