After copying a template from the gallery, it will require some tailoring to ensure it meets your specific company needs. Our general instructions for using any Gallery template are below.
Instructions specific to your template are shared in the confirmation email when the template is delivered to your team. If the email is not readily available, please contact us at email@example.com.
Integrations (if applicable): Any integrations required for the Gallery template will need to be set up within your team prior to using the template. For more information on our supported integrations, please check out our dedicated integrations section.
With that said, the majority of Gallery templates do not require an integration to run. If you're unsure, please reach out to our team - we're happy to clarify!
Triggers (if applicable): Some of our Gallery templates require a Trigger to automate the initiation of the process. Any necessary triggers need to be set up within your Catalytic team in addition to the process template that will be delivered to you.
There are several types of automated triggers available to start a process, please see this article for more information on triggers.
For information on which trigger will need to be used and how to configure it correctly for your Gallery template to run, please refer to any template specific instructions provided by our team.
Process Permissions: While in the process template, click on the icon with 3 dots in the upper-right corner of the screen. In the dropdown menu that displays, select Permissions where you will be able to update which users can edit/view the process, as well as the Default Field Permissions to ensure only the appropriate employees have access to this process and any files/information generated through it.
Process Owner: Similar to the step above, updating the process owner is also a good initial step with any process template. The process owner should be the main person responsible for the process and ensuring the template is updated as process changes occur.
To access these settings, click on the 3 dot icon in the upper-right corner of the screen and select Owner in the dropdown menu.
- Task Assignee: Identify any manual (human-driven) tasks in your new process template and update the designated assignee to the appropriate person/group within your company.
Manual tasks can be identified by the action type Assign task to a person. Any new Gallery template delivered to your team will automatically default to assigning these manual tasks to the individual who initiated the run of the process.
Adding/editing/deleting: All fields used in Gallery templates are based on either generic company information or specific to the example given. While not all will need to be altered, it is very likely that all fields should at least be reviewed for any necessary changes.
When making any such changes, make sure to also review any other tasks where that field may be referenced to ensure that these references are maintained appropriately.
Added note on editing field names: field names in handlebar references are often used in other tasks. For most instances, it is best practice to retain these references as is to ensure that the process runs correctly.
Default: Consider any default values that can be added to increase efficiency during each process run. In addition, any fields with default values can be hidden from the process run if this default value is not expected to be altered by the end user initiating a process run.
Permissions: Similar to process templates themselves, fields defined in a process template have permissions associated with them. By default, fields have Public permissions. Additional permission options are available to lock down access to fields that may contain sensitive information. These can be configured on a per-field basis as shown above.
Specific to Choose One or Choose Multiple fields: Review all options available in Choose One or Choose Multiple fields to ensure that the choices given here map out to your specific needs.
Note: If changing an option in a Choose One or Choose Multiple field that is used for task or field conditionals, this will need to be updated within the condition as well. Check out the conditions article and conditional fields article for more information.
- Timing and Deadlines: Some tasks within Gallery process templates have Timing delays or Deadlines added to them, usually only as general assumptions for certain tasks. However, if a certain area within the workflow is a known bottleneck - or if clearly defined deadlines are needed for end users to know when tasks are due - feel free to change or add Timing and/or a Deadline to that task.
- Email Sender (if applicable): For any Email: tasks (Assign an email task, Invite a user, Send a form, or Send an email), the Sender name displayed when the email is sent can also be configured if necessary.