Concept: Managing Docs Templates

Action	Notes
Create a Docs template	From Drive, select Add New Document template . Select a source. Select a category. You can use segment-based security groups to restrict the document categories displayed in the prompt. Notes: If you want to automatically share one or more Docs templates with a set of users, you can share a folder in Drive with individual users or with a security group, and place the new template into that folder. Docs templates that you create in Drive are owned by the specific users who created them. Owners can do actions on templates that other users can't do; for details, See Reference: Docs Template Actions Available Based on Permissions. Workday Docs doesn't support automatically converting a traditional Docs template (using text blocks and BIRT layouts) into a Docs template; you need to build them manually. For DocuSign, you must use a name that is fewer than 100 characters. For Adobe Sign, names can't contain special characters such as the ampersand (&). Where applicable, Workday Docs automatically sets the Resulting Document Expiration Offset to 10 years; currently this value isn't editable. If a user's language is set to one that Docs doesn't support, such as Slovenčina (Slovenská republika), you can't create or view document templates. You can include optional text that reviewers can add or delete when generating a document. We recommend that you highlight this text or format it in a different color to draw the user's attention when generating the document. The user can make any necessary edits within the Generate Document step before sending the business process on.
Copy a template	From Drive, select the Docs template and click Make a Copy .
Migrate a Docs template from 1 tenant to another	See Move Docs Templates Between Tenants.
Share a Docs template with unspecified users, using a link (URL)	Share with many users at once by giving them a link, which you generate in the Share dialog. Select a Docs template in Drive and click Share . Enable the Link Sharing option if it isn't already enabled. The ability to use link sharing is a system setting. If you don't see the option, check with your administrator. Select the permission level. Everyone who accesses the Docs template using the link will have this level of access. Click Copy Link. Give this URL to people you want to share the Docs template with. For more information about sharing, see the Drive User Guide.
Share a Docs template with specific users	Sharing with individual users enables you to set a specific permission level for the person; these settings remain active if you turn off link sharing. Select a Docs template in Drive and click Share . In the Share with Individuals area, type the names of the users that you want to share with and select a permission level in the drop-down menu. (Optional) Type a message for the users you're sharing with. The message displays in the Workday notification that the users receive after you click Share . (Optional) If you're the Docs template owner you can click Advanced to select whether or not to let editors share the file, and whether to let commenters and viewers copy, download, or print the file. When you share a Docs template with an individual user, the user receives a Workday notification and (if enabled on the tenant) an email. The user receives the notification whether or not they have access to the Drive domain, but they must have Drive domain and Docs domain access to open the template. For more information about sharing, see the Drive User Guide.
Share a Docs template with security groups	Sharing with a group of users enables you to set a specific permission level for the group; these settings remain active if you turn off link sharing. The ability to use group sharing is a system setting for each Drive item type. If you don't see the option, check with your administrator to ensure that it's enabled. Select a template in Drive and click Share . In the Share with Groups area, type the names of the groups that you want to share with and select a permission level in the drop-down menu. (Optional) If you're the Docs template owner you can click Advanced to select whether or not to let editors share the file, and whether to let commenters and viewers copy, download, or print the file.
Preserve a previous version of the Docs template	Copy the Docs template or download it in the DWXF file format if you want to preserve the current version of data or content, before updating it.
Remove a Docs template	From Drive, select the Docs template and click Remove . Drive moves the file to the trash. Important : Business processes continue to use removed Docs templates. Additionally, removed Docs templates continue to be selectable in the Configure Generate Document list. Before removing a Docs template, make sure you removed it from any business processes it's configured to. We recommend renaming the template after removing it, adding an indicator to the name that reminds you not to use it.
Recover a Docs template from the trash	From Drive, select Trash . Select the Docs template and then click Restore . Workday places restored file in the All Files view. If you select to remove a Docs template that was shared with you but you're not the owner, you remove your access to the template. The Docs template disappears from the Drive file list and it doesn't display in the trash.
Permanently delete a Docs template	Access the Drive Permanent File Delete task. Before you can permanently delete a Docs template, you must remove it from any business process it's attached to. It's not possible to permanently delete a Docs template that is, or has ever been , configured to a business process.
Manage templates in different languages	Templates in different languages need to be created and managed independently, and configured in the business process accordingly. Workday Docs doesn't support the concept of a translate instance as with traditional Docs templates and text blocks.

Create a Docs template

From Drive, select

Add New

Document template

.

Select a source.

Select a category. You can use segment-based security groups to restrict the document categories displayed in the prompt.

Notes:

If you want to automatically share one or more Docs templates with a set of users, you can share a folder in Drive with individual users or with a security group, and place the new template into that folder.

Docs templates that you create in Drive are owned by the specific users who created them. Owners can do actions on templates that other users can't do; for details, See Reference: Docs Template Actions Available Based on Permissions.

Workday Docs doesn't support automatically converting a traditional Docs template (using text blocks and BIRT layouts) into a Docs template; you need to build them manually.

For DocuSign, you must use a name that is fewer than 100 characters. For Adobe Sign, names can't contain special characters such as the ampersand (&).

Where applicable, Workday Docs automatically sets the Resulting Document Expiration Offset to 10 years; currently this value isn't editable.

If a user's language is set to one that Docs doesn't support, such as Slovenčina (Slovenská republika), you can't create or view document templates.

You can include optional text that reviewers can add or delete when generating a document. We recommend that you highlight this text or format it in a different color to draw the user's attention when generating the document. The user can make any necessary edits within the Generate Document step before sending the business process on.

Copy a template

From Drive, select the Docs template and click

Make a Copy

.

Migrate a Docs template from 1 tenant to another

See Move Docs Templates Between Tenants.

Share a Docs template with unspecified users, using a link (URL)

Share with many users at once by giving them a link, which you generate in the

Share

dialog.

Select a Docs template in Drive and click

Share

.

Enable the

Link Sharing

option if it isn't already enabled. The ability to use link sharing is a system setting. If you don't see the option, check with your administrator.

Select the permission level. Everyone who accesses the Docs template using the link will have this level of access.

Click

Copy Link.

Give this URL to people you want to share the Docs template with.

For more information about sharing, see the Drive User Guide.

Share a Docs template with specific users

Sharing with individual users enables you to set a specific permission level for the person; these settings remain active if you turn off link sharing.

Select a Docs template in Drive and click

Share

.

In the

Share with Individuals

area, type the names of the users that you want to share with and select a permission level in the drop-down menu.

(Optional) Type a message for the users you're sharing with. The message displays in the Workday notification that the users receive after you click

Share

.

(Optional) If you're the Docs template owner you can click

Advanced

to select whether or not to let editors share the file, and whether to let commenters and viewers copy, download, or print the file.

When you share a Docs template with an individual user, the user receives a Workday notification and (if enabled on the tenant) an email. The user receives the notification whether or not they have access to the Drive domain, but they must have Drive domain and Docs domain access to open the template. For more information about sharing, see the Drive User Guide.

Share a Docs template with security groups

Sharing with a group of users enables you to set a specific permission level for the group; these settings remain active if you turn off link sharing. The ability to use group sharing is a system setting for each Drive item type. If you don't see the option, check with your administrator to ensure that it's enabled.

Select a template in Drive and click

Share

.

In the

Share with Groups

area, type the names of the groups that you want to share with and select a permission level in the drop-down menu.

(Optional) If you're the Docs template owner you can click

Advanced

to select whether or not to let editors share the file, and whether to let commenters and viewers copy, download, or print the file.

Preserve a previous version of the Docs template

Copy the Docs template or download it in the DWXF file format if you want to preserve the current version of data or content, before updating it.

Remove a Docs template

From Drive, select the Docs template and click

Remove

. Drive moves the file to the trash.

Important
: Business processes continue to use removed Docs templates. Additionally, removed Docs templates continue to be selectable in the Configure Generate Document list. Before removing a Docs template, make sure you removed it from any business processes it's configured to. We recommend renaming the template after removing it, adding an indicator to the name that reminds you not to use it.

Recover a Docs template from the trash

From Drive, select

Trash

. Select the Docs template and then click

Restore

. Workday places restored file in the

All Files

view.

If you select to remove a Docs template that was shared with you but you're not the owner, you remove your access to the template. The Docs template disappears from the Drive file list and it doesn't display in the trash.

Permanently delete a Docs template

Access the

Drive Permanent File Delete

task.

Before you can permanently delete a Docs template, you must remove it from any business process it's attached to. It's not possible to permanently delete a Docs template that is, or has ever been
, configured to a business process.

Manage templates in different languages

Templates in different languages need to be created and managed independently, and configured in the business process accordingly. Workday Docs doesn't support the concept of a translate instance as with traditional Docs templates and text blocks.