How to organize templates and share across teams

Effectively manage a multitude of templates and intricate team structures in OptiSigns. Customize template availability to specific teams, ensuring streamlined access and sharing for optimal content management.

The recommended approach is to leverage the folder structure and folder permissions to organize the templates and manage the authorization. 

In general, it is mainly 3 parts.

  • Set up the proper folder/sub-folder structure to organize the templates, so it is easier to navigate.
  • Configure the permissions on the folder to have it assigned to the right teams. Since the template cannot be modified, the folder should be set up with "View" permission only. 
  • When others use the template, they will not have permission to save and change the template, instead, they will have to "save as" at another location where they have permission.

Here is an example. The "QR_Code_Template" is under TemplateFolder / TemplateSubFolder. To make it only viewable but not modifiable by others, you will need to set the folder permission to view only.

In this case, the folder is available to Team 1. So users from Team1 can open and use the template, but they cannot modify the template and have to save it to another location where they have permission.  

Determine who should have permission can be managed through the folder permission setting. Since this is used as the template, the permission should be viewed only by others.

The template will be available to users from Team1. 

The users will be able to open the template and make changes, however when they try to save it, it will be declined because of permission.

Users have to click "Save As" to save it to a location they have permission. 

Users can save it to a location they have edit permission by choosing a folder and clicking the "Save As" button.

That's all!

This is how you can leverage the folder structures and permissions to manage the templates and share them across teams.

 

If you have any additional questions, concerns, or any feedback about OptiSigns, feel free to reach out to our support team at support@optisigns.com