- This article applies to BrightWork 365 v1.6 and later. For earlier versions, see this article.
- Users given the BrightWork Template Editor security role can make template changes.
- Any configuration changes you make to a Project Template will be immediately reflected in projects that were previously created from the template.
- If a template is deleted, projects that were previously created from the template will lose their project forms giving the false impression that project data has been deleted. There is a process available to recreate the template and return the project forms with data to the affected projects. Contact BrightWork Support or your Customer Success Partner for details.
- Ensure there are values in the Approvals Coordinator field in both Request and Project templates, and in all of the New Project Defaults fields in Project Templates, otherwise script errors will be produced when new requests or projects are created.
BrightWork 365 Request Templates
Key Elements of a Request Template
Request Templates can be accessed by clicking into Templates Area | Request Templates.
BrightWork 365 Project Templates
Key Elements of a Project Template
Project Templates can be accessed by clicking into Templates Area | Project Templates.
Common Elements for Request Templates & Project Templates
Name
The name given to the Request or Project by the submitter.
Approvals Coordinator
The Approvals Coordinator helps to keep the approval process moving along. The Approvals Coordinator field is a lookup field and security role. This user must be given the BrightWork Approvals Coordinator security role in addition to being selected as the Approvals Coordinator in the Template.
The Approvals Coordinator does not make approval decisions, the first and subsequent approvals are done by the Approvers. The Approvals Coordinator does not move the process from one stage to the next via the Business Process Flow; this must be done via approvals completed by the nominated Approvers.
The Approvals Coordinator will be notified of the approval process progress through notifications.
Form Template
This is the Request or Project form that will load. Newer Request templates will only use Version 2 Form Templates.
Business Process Flow
The Business Process Flow that will load on the Request or Project form.
Project Template
The Project Template that will be used to create the project.
Available in Requests
If set to Yes, the Template will be available in Requests.
Reference Type
Choose Automatic or Manual reference numbering.
Create Copy
Create a copy of the Request Template or Project Template. Upon copy completion the user will be brought directly into the template copy.
Approval Labels
Approval labels can be configured at the individual template level, or globally through a business rule configuration.
Per Stage Options
Business Process Flow Stages are used to control the quantity of Stages and the Stage names in the approval sections. Additional stages beyond what is included out of the box can be added through Business Process Flow customization for up to a total of 10 stages.
Approvers
Any user with the BrightWork Team Member security role can be chosen as an Approver.
Additional Approval Email Text
Appears in the approval email sent to approvers.
Request Templates Only
Auto-create Project
If set to Yes, an approved project will be created automatically at the conclusion of the approval process. If set to No, the Create Project button is displayed, and the Approvals Coordinator gets an email requesting that they set the Create Project button to Yes.
Per Stage Options
Approval Start
If Approval Start is Automatic, approval starts when the previous approval gets approved.
If Approval Start is Manual, the Approvals Coordinator gets notified that they have an approval to start when the previous approval gets approved, and the Start Approval button on the Approvals tab gets enabled.
Project Templates Only
Available in Projects
If Yes, the Project Template will be available in Projects.
Approval Required
If approval is not required for the stage, the project can be moved to the stage by a user with the BrightWork Project Manager or BrightWork Stage Mover security role. If approval is required for the stage, the project cannot be moved to the stage manually.
If approval is required for a stage, the Project Manager can click the Send Stage for Approval button in the Project Settings tab to start the approval process. When a stage is sent for approval, the project is made read-only and a related message will display on the Charter tab. The Business Process Flow will not be disabled, but users will be prevented from moving a stage forward or backward.
New Project Defaults
The following can be specified and will populate corresponding columns in the forms of new Requests and Projects:
- Content Template
- Portfolio
- Program
- Project Manager
- Project Sponsor
- Project Type
Templates (Version 1) - Templates from BrightWork 365 v1.5 and Earlier
Templates (Version 1) can be accessed by clicking into Templates Area | Templates (Version 1) | Templates.
Details Tab
The Details screen displays template overview information. If the template is associated with a Content Template, the Content Template will be noted. You can also view the number of Projects and Content Templates that use the selected template by clicking the calculate icon and then the Recalculate button.
Further down the Details screen you can view the forms that are currently associated with the template, and by extension future projects that will be created from the template, as well as any projects that were previously created from the template.
The Details screen also allows you to choose if the template will be available to choose from in Requests, and in Projects for users who have the requisite permission to create projects without first submitting a request.
The Details screen also allows configuration of the Request Reference Type and Project Reference Type:
- If the Reference Type is set to Manual, the hidden Request Number and Project Number columns will appear on the forms. The text entered into this column takes the place of the standard autonumber column. When a project is created from a request, the Request Number is passed to the project's Project Reference column.
- If the Reference Type is set to Automated, the standard autonumber column is displayed. The autonumber reference column takes the form of Req-001121 or Proj-001121.
- Note: The autonumber reference is always applied and incremented in a request or a project, regardless of the option selected in the Template. New Content Templates will also increment the number.
- If the Reference Type changes in the template, a flow will run to update the Reference Type in the Requests and Projects that were created from the template.
- If the template value changes in a request or a project, a workflow will run to update the Reference Type accordingly.
Projects
The Projects tab provides information about the projects that were created from the selected template.
Content Templates
The Content Templates tab displays any content templates that use the selected template. See the Content Template article for more information.
Create a Template from Scratch
Only users with the BrightWork PMO Manager or BrightWork Template Editor security role can create templates.
- Use the Area switcher at the bottom left of the Nav to switch into the Templates Area, and then click into either Request Templates or Project Templates.
- Click + New and fill out the New Template form.
The Content Template lookup field in the New Project Template form provides the option to associate an existing Content Template to the new project template. If this option is chosen, any projects created from the template will include the content from the referenced content template. See the Content Template article for more information.
- Save & Close the form to finalize the new template.
Create a Template from a Copy of Another Template
- Use the Area switcher at the bottom of the screen to switch into the Templates Area.
- Click into an existing template and click the Create Copy button.
- The Create Copy button triggers the Copy Template flow. This creates an exact copy of the template with the time of creation added to the template name to keep the template name unique.
