Enhanced Template Management

overview as part of the enhanced templates capability, you can configure templates that auto populate certain set of fields on a table (like incident, change, cmdb, etc) with pre defined values, and require approvals before they are published / made available to use, and has version control one common use case for this capability is the standard change process as part of change management docid\ dbo09r1na6mccsdolxq4g therefore, we will be using standard change (pre approved) as the context for our example/steps below to set up enhanced templates template base a template base is a collection of templates that defines the following for each of the templates which role can view the and make use of the template if the template requires approval for publication if the template requires approval for archival you will need either the " template manager " or " administrator " role to create/update a template base creating a new template base navigate to "create new template base" menu fill in the details note let's say that we want all standard change templates to be accessible to the same role and require same approvers to approve therefore we can just configure one template base for all standard change purposes example below (including on the screenshot) field name example value description active yes set yes to activate role required for visibility itsm agent role needed to view / make use of the templates in the template base require approval for publishing yes if an approval is needed to publish the templates require approval for archiving yes if an approval is needed to archive the templates approver bob the builder who will be asked to approve publications/archival of templates click "create" to create the template base template creating a new template navigate to "create new template" menu fill in the details note let's say we want to create a new standard change template for a server restart you may populate the fields in similar manner outlined in the example below field name example value description name restart server name of the template this will be shown in the template picker where a user that can make use of the functionality (e g agents) picks a template template base standard change the template base this template is part of table change which table this template is for / available in active yes set active to be yes to make the template usable create record on selectyes yes set to yes so the template can be used to create a new record, e g standard change click "create" to create the template next, you will want to configure which fields the template will auto populate click on edit template this will start the process to create a version record on the resulting pop up window each version record holds field value pairs that the template populates when this version is used click on add and choose which field to populate and with what value note that when a template is updated to either populate different field(s) and/or with different value(s), a newer version record would be automatically created for other field value pairs, click add again and repeat the above process below shows an example after adding a set of field value pairs click on request publication (if the template's template base requires approval for publication) note that in this example, we are doing this for standard/pre approved change, so we do want approval for the template's publication back on the template record, you will see a version record created and it is awaiting publication approval once the templates' submitted version is approved, then it is available to use using a template go to the list of records in table that we have configured the template for in our example, it is change click on create from template button on bottom right corner of the list view select from a list of published templates click on create you should now see a change record created with its fields populated per the template's published version editing a template you can edit a template after it is published, by submitting a newer version update for it go to a list of published templates and view the one you want to edit, and then click on "edit template" button on bottom right corner of the form update what you need, e g add/remove existing field value pairs and/or update the values defaulted for one or more of the fields once you are done, you can either save your changes or submit it for publication, no different to when submitting a template for publication for the first time back on the template record, you will see another version record, with the newest one being the latest update you made