Managing Document Templates

You can create templates to help manage policies, standards, and procedures by easily updating the content within a centralized location. Templates can be particularly useful in instances where content can be reused within multiple documents created across your organization. You can create templates using the OneTrust Builder and Microsoft Word Online.

Note:

This feature is only available for Advanced, Enterprise, and Premium license types.

To create a new custom template

  1. On the Policy menu, select Setup > Templates. screen appears.

    The Templates screen appears.

  2. Select the type of template you would like to configure. You can configure:

    • Policies

    • Standards

    • Procedures

  3. Click the Create Custom Template button.

    The Create Template modal appears.

  4. Complete the fields, as necessary. For more information, see Create Template Modal Reference.
  5. Click the Create button.

Create Template Modal Reference



Field
Description
Name

Enter a name for the template.

Default Language

Select the default language in which the template content will be provided.

Description

Enter a brief description of the template.

OneTrust Builder

Select the OneTrust Builder option if you would like to build out the template using the OneTrust text-editing tool.

Microsoft Word Online

Select the Microsoft Word Online option if you would like to build out the template using the web-based version of Microsoft Office.

To build a template

  1. On the Policy menu, select Setup > Templates.

    The Templates screen appears.

  2. Select the type of template you would like to configure.
  3. Click the Edit button for the template that you want to build.
    The document builder appears.
    Note:

    This screen also appears once you create a new template.

  4. Use the rich text editor or Microsoft Word Online to build out the content needed for the template. For more information, see Building and Editing a Document.
  5. Click the Save button. If using Microsoft Word Online, your changes will be automatically saved to OneTrust.

To edit a template

Any content within a template must be modified directly via the template from the Templates screen and cannot be modified within the document itself.

  1. On the Policy menu, select Setup > Templates. screen appears.

    The Templates screen appears.

  2. Select the type of template you would like to edit.
  3. Click the Edit button for the template that you want to edit.
    Note:

    To edit the template details, hover over the template, click the Context Menu icon, and select Edit Details.

  4. Modify the template content, as needed.
    Note:

    If you are making changes to a template in Active status, you will first need to deactivate the template by clicking Deactivate Template on the document Context menu.

  5. Click the Save button. If using Microsoft Word Online, your changes will be automatically saved to OneTrust.

To activate a template

After you have finished configuring the content for the template, you can publish. Templates must be published in order to use them when creating documents.

  1. On the Policy menu, select Setup > Templates.

    The Templates screen appears.

  2. Select the type of template you would like to activate.
  3. Hover over the template you would like to activate and click the Context Menu icon.
  4. On the Context menu, select Activate Template.
    The Activate Template modal appears.

  5. Click the Confirm button. The template will be placed in Active status.

To upload translations to a template

You can upload a PDF or Word file to use it for translations on custom tempaltes. Translations can be uploaded for documents created using the OneTrust Builder, Microsoft Word Online, or documents uploaded as a PDF or Word file. The translations can be leveraged by Document Owners when creating documents.

  1. On the Policy menu, select Setup > Templates.

    The Templates screen appears.

  2. Select the type of template in which you would like to add translations.
  3. Click the Context Menu icon on the template you want to translate and select Manage Translations.
    The Translations tab appears.
    Note:

    You can also access this tab by hovering over the template you want to translate, clicking on the Edit button, and then selecting the Translation tab.

  4. Click the Add Translations button.
    The Add Translations modal appears.

  5. Select the Upload a File option.
  6. Click the Select File button.
  7. Use the file explorer to locate and select the PDF or Word file(s) you'd like to add.
  8. Complete the fields for each file uploaded.


    Field
    Description
    Language

    Select the language of the translation attached.

    Description

    Enter a brief description of the translation.

  9. Click the Upload button. The translated file will be added to the Translations tab.

To manually add translations to a template

You can use the OneTrust Builder to manually add document translations to custom templates. This manual translation can only be added for documents using the OneTrust Builder.

  1. On the Policy menu, select Setup > Templates. screen appears.

    The Templates screen appears.

  2. Select the type of template in which you would like to add translations.
  3. Click the Context Menu icon on the template you want to translate and select Manage Translations.
    The Translations tab appears.
    Note:

    You can also access this tab by hovering over the template you want to translate, clicking on the Edit button, and then selecting the Translation tab.

  4. Click the Add Translations button.
    The Add Translations modal appears.

  5. Select the OneTrust Builder option.
  6. Choose the languages you would like to translate.
    Note:

    You can use the search bar to easily search for languages.

  7. Click the Save button. tab appears.

    The Translations tab appears.

  8. Click the name of the language you'd like to translate and begin translating in the side-by-side builder.
  9. Click the Save button.

To create a copy of an existing template

You can create a copy of an existing template to use the structure and content as your starting point to quickly create new templates.

  1. On the Policy menu, select Setup > Templates. screen appears.

    The Templates screen appears.

  2. Select the type of template you would like to copy.
  3. Hover over the template you would like to copy and click the Context Menu icon.
  4. On the Context menu, select Copy Template.
    The Copy Template modal appears.

  5. Click the Copy button.

    The document builder appears.

To create a template from an existing document

You can save an existing published document as a template to easily reuse the structure and content of a document you already created.

  1. On the Policy menu, select Standards, Policies, or Procedures.
  2. Open the published document in which you would like to save as a template.

    The Details screen appears.

  3. Click the Context Menu icon corresponding to the published version that you want to save as a template.
  4. On the Context menu, select Save As Template.
    The Save As Template modal appears.

  5. Click the Save button.

    The template appears on the Templates screen in the Inactive status.

To delete a template

You can delete templates if it is no longer needed by your organization. Deleting a template in Active status will remove the template from all linked documents in which it was added. In addition, all linked documents will be placed in Draft status.

  1. On the Policy menu, select Setup > Templates.

    The Templates screen appears.

  2. Select the type of template you would like to delete.
  3. Hover over the template you would like to delete and click the Context Menu icon.
  4. On the Context menu, select Delete Template.
    The Delete Template modal appears.

  5. Click the Confirm button.