Will be available in October 2020 as part of Salesforce’s Winter ’21 Release.
We gave templates a makeover and the experience of creating and using templates may look a little different to you now. These changes are the first step in a longer term roadmap built around enhancing the templating experience. Follow these guidelines to convert existing templates to the new templating format. Continue to check back for more updates and new features as well!
How to Use the New Templating Format
Follow these steps in order to move existing templates over to the new templating format.
- Identify existing documents used as templates.
- Find all the documents that you are using as templates in Salesforce and in Quip. For documents embedded in Salesforce via the Quip Document component, you can look these up with the Template Manager in Salesforce.
2. Mark embedded documents as templates. There are three options:
- Mark your embedded documents as templates from the Template Manager in Salesforce. Find the document and select “Mark as Template” from the dropdown.
- Mark the document as a template via the Document menu in Quip. This action automatically converts the document to the new template format and is irreversible. After a template is marked as such, it can’t be unmarked. This option is recommended for documents embedded as templates in Salesforce as it saves admins the extra step of having to update the embedded Quip doc URL in App Builder.
- Copy the document and mark the copy as a template via the Document menu in Quip. Because marking a document as a template is irreversible, if you are not sure about converting a document to the new template format, you can choose to make a copy first. One note: if you make a copy of a doc embedded in Salesforce to mark as a template, you will need to update the Quip doc URL in App Builder.
Mark the document as a template
3. The template will surface in the Template Library private galleries ("Created by Me" and "Shared with Me") for all users who are already shared on it.
The template enters the unlocked state initially
4. Put your template into a locked state via the locked icon, the “Unlocked Template” badge, or the template settings in the Share modal.
- Pro Tip: If your template is production-ready and is being cloned by you or other users in Quip or Salesforce, we recommend that you put the template in a locked state. This state will lock edits on the template and surface the “Use Template” button for easy cloning in Quip. Only users with full access to the template will be able to unlock the template. Nothing changes about the sharing on the template when you put it in a locked state
Toggle to the template’s locked state
The template is ready to use
Regardless of the state of the template (unlocked vs locked), it will continue to work in Salesforce when embedded in the Quip Document Component. Converting a document to the new template format does not change any of the underlying sharing and permissions. Everything about that document (e.g., whether it’s link shared, sync shared, the users shared on it, the folders shared on it) remains exactly the same when it is converted to a template
Note: New templating changes will not update anything about your existing workflows. Documents that you have embedded in Salesforce will not automatically be converted to the new template format. Documents that you are using as templates in Quip will not automatically be converted to the new template format.
Why should I switch over to the new templating format?
We recommend that all customers begin migrating over to the new templating format for a number of different reasons:
- Better experience: You and your users will be able to create robust templating flows in Quip. This is only the beginning of a much longer term roadmap to make Quip’s templating experience top notch. As we continue building on this, we will be adding more functionality specific to templates that you will not be able to take advantage of by continuing to use regular documents as templates.
- Comprehensive reporting [in the future]: With this new template format, we are laying the foundation to be able to build more comprehensive and granular reporting capabilities in the future on all templates that are being created and used in Salesforce and Quip. By continuing with regular documents, any activity related to users using those documents as templates in Quip will not be captured and reported on in the future.
- Salesforce-side support: For Winter ’21 and Spring ‘22, we will continue supporting regular documents embedded as templates in Salesforce. However, we will eventually be deprecating that support and will be requiring that only the new template format can be embedded in Salesforce as a template. In Quip, users will always have the flexibility to use regular documents as templates if they so choose.