#Manage Templates

Physical content metadata is dynamic. AvePoint Opus allows you to customize record templates and barcode templates to meet your organization’s requirements.

On the Physical records > Templates page, if you have not chosen how to configure unique ID settings for templates before, the Unique ID Settings window will pop up, asking you to decide how the unique ID settings should be configured for templates. You need to select an option and click Confirm to confirm your decision. When records managers create a new physical box/folder/record/custom container, a unique ID will be assigned to the newly created physical box/folder/record/custom container.

*Note: This configuration is a one-time setup. It cannot be changed after you confirm how the unique ID settings should be configured for templates.

#Create a Record Template

A template suite is a collection of record templates in a defined structure, for example, Box Template > Folder Template > Record Template, Folder Template > Record Template, etc.

On the Physical records > Templates page, there is a built-in Template suites node with two default template suites: Default template suite: Box and Default template suite: Folder. You can also create customized template suites individually or import them in bulk.

Create a Template Suite

Complete the following steps to create a template suite:

1. Click the down arrow () button next to Template suites, and then click New template suite.

2. Enter a template suite name and an optional description.

3. Select a start mode to define the template suite structure:

   • If you choose to start from a box, there will be a three-tier template suite structure like Box Template > Folder Template > Record Template.

   • If you choose to start from a folder, there will be a two-tier template suite structure like Folder Template > Record Template.

   • If you choose to start from custom, you can create up to 10 custom templates.

4. Click Save to save the template suite or click Cancel to cancel without saving.

5. After creating the template suite, you can add a template to the template suite.

   • Click New box template to add a box template to the template suite.

   • Click New folder template to add a folder template to the template suite.

   • Click New record template to add a record template to the template suite.

   • Click New custom template to add a custom template to the template suite.

6. In the New template window, complete the template settings as detailed below.

   • Template name – Enter a name for this template.

   • Description – Enter an optional description.

   • Prefix for unique ID – Enter a prefix, for example, AvePoint.

     *Note: Prefix for Unique ID and Number of Digits in Unique ID will appear on each template only when records managers have chosen Each template has its own unique ID settings where they were asked to decide how the unique ID settings should be configured for templates.

   • Number ofdigits in unique ID – Designate the number of digits.

   • Category name – Categories are used to organize columns. Enter a category name, and then click Add category to add the category.

   • New column – Click New column under a category to add a new column to the category. The New column window appears.

     1. Name – Enter a column name.

     2. Type – Select a column type.

     3. Required – Choose whether the column value is required.

     4. Allow column to be sorted in search – Choose whether to allow this column to be sorted in search.

     5. Enforce column inheritance – Choose whether to push the column on the physical box/folder template to the physical folder/record template. If you choose to enforce the column inheritance, select a category in the physical folder/record template where the column will be added and choose whether the column value is allowed to be modified when users create physical folders/records.

        *Note: If the column value is required, but column value modification is forbidden, then users cannot create folders/records.

        *Note: If you create a new column and select the checkbox to push the column, the column inheritance will take effect immediately. If you edit an existing column and then select the checkbox to push the column, the column inheritance will take effect after the Update Explorer job is completed. An Update Explorer job can start any time between 10 p.m. to 4 a.m. each day.

   • Change order – You can update the order of columns within a category by selecting a number from the Order column drop-down list.

     *Note: When you change the order of a column in a template, Opus will now push down one level of the existing fields instead of switching the positions of these two columns.

Import Template Suites

Complete the following steps to import template suites:

1. Click the down arrow () button next to Template suites, and then click Import template suites.

2. Click Download template to download a template.

3. Complete the template suite information in the template.

4. Browse the template to AvePoint Opus.

5. Click Save. An Import template suites job will start, and you can navigate to Job monitor to view the job details.

#Create a Barcode Template

You can manage barcode templates from the Physical records > Templates > Barcode template page. There is a default barcode template for immediate use, which you can also modify to suit your business requirements. Alternatively, you can create fully customized barcode templates by defining data fields, font sizes, and precise label dimensions.

Complete the following steps to create a barcode template:

1. On the Physical records > Templates page, click Barcode template to open the Barcode template page.

2. Click Create template.

3. Complete the following information on the Create template page:

   • Template name – Enter a name for this template.

   • Description – Enter an optional description.

   • Label size – Select a pre-defined dimension from the drop-down list.

   • Box/Folder fields – Configure the data fields, font size, and positioning (e.g., above or below the barcode) separately for box and folder barcode templates.

   • Logo or icon – Upload an image file by dragging it into the interface or browsing from your local drive.

   • Logo or icon area – Define the display area for the logo or icon, e.g., above or below the barcode.

4. Click Preview. A barcode file will be downloaded for you to preview.

5. Once the configurations are confirmed, click Save to save the barcode template.

#Configure Unique ID Settings

When records managers were asked to decide how the unique ID settings should be configured for templates, if Templates ofthe same type sharethe same unique ID settings is chosen, the Unique ID settings button will appear at the upper-right corner of the page.

You can configure unique ID settings for box templates, folder templates, record templates, and custom templates separately. When records managers create a new physical box/folder/record/custom container, a unique ID will be assigned to the newly created physical box/folder/record/custom container based on the configured settings.

Complete the following steps to configure the unique ID settings:

1. Navigate to Physical records > Templates.

2. Click Unique ID settings on the upper-right corner of the page.

3. Configure unique ID settings for box templates:

   • Prefix forunique ID – Enter a prefix, for example, AvePoint.

   • Number of digits inunique ID – Designate the number of digits.

4. Configure unique ID settings for folder templates:

   • Prefix forunique ID – Enter a prefix, for example, AvePoint.

   • Number of digits inunique ID – Designate the number of digits.

5. Configure unique ID settings for record templates:

   • Prefix forunique ID – Enter a prefix, for example, AvePoint.

   • Number of digits in unique ID – Designate the number of digits.

6. Configure unique ID settings for customer templates:

   • Prefix forunique ID – Enter a prefix, for example, AvePoint.

   • Number of digits inunique ID – Designate the number of digits.

7. Click Save to save the configurations.