Managing Templates

Available to Level 10 and Site-Specific

Template Management is an important concept when configuring the site. Managing templates allows an administrator to control what the end users have access to create. This includes the creation of new pages, new sections, and new empty directories. Some templates have a specific purpose and should only be used in a specific directory. This prevents new sections and pages from being created in areas in which they should not and/or by users who should not have the ability to use the templates creating them. For example, the Faculty Profile template has a specific design for the content that is presented, which includes the same bits of information that should be provided for each faculty member. The site developer may choose to make this template the only one available for new page creation within the Faculty directory. This can limit access to who can create new profiles, as well as determine when creating a new faculty profile, only this one template can be chosen. Here are two important concepts to distinguish between when managing templates:

  • Assigning a group of users to a template determines which users (as members of that group) can utilize that template
  • Assigning a template group to a directory determines which templates can be used in that directory

The difference between creating a new folder (also known as a directory) and creating a new section is that when creating a new section the template can be configured to create new pages as well. The basic New folder tool generally should not be used to create new directories that will contain web pages, as the support files (often needed by pages created using XSL templates that are necessary for proper function) are not created when using the basic New folder tool. The most common use of the New folder tool when users need a directory to contain images, PDFs, Word docs or other non-web page files. For this reason, it is generally recommended to use Template Groups to allow administrators to repress the ability to have empty folders created in directories, as often times users can become confused between the basic (built-in) New Folder tool and new section templates (which create folders and files).

It is the assigning of a group (that consists of users) to a template that determines who can use that particular template to create new pages (or sections). The Everyone group is a system group that includes all users and cannot be edited at the administrator level. The None group indicates that no user group assignment has been made and that only Level 9 and Level 10 administrators have access. Any other group assignment allows for the members of said group to use that template. If for the Faculty template, the assigned group is the Academics group, which includes the members of the administration that are allowed to create new faculty profiles, those are the only individuals who will have access to that template. This is one way to limit access to template usage for page creation. To make sure that only that template can be used, in the access settings for the Faculty directory, the assigned Template Group is “Faculty.” And in that template group, only the Faculty template is included.

Template Management begins with the configuration of the template files. The available locations for template files are configured from Setup > Sites by choosing to use local templates and specifying a local template directory. Creation of templates, file naming convention, and templates location is discussed in greater depth in the Templating section. This section discusses Templates and Template Groups, which is how the administrator permits and restricts access to templates.


The Templates Management screen is a means by which new page templates are made available to only certain user groups. This helps an administrator manage the creation of new pages and sections based on users. When used in conjunction with Template Groups, it allows different groups of users to see different templates that are assigned to the directories. This provides a very granular control over new page and section creation.

Templates can be used without using Template Groups as well. For instance, if the desire is to allow only administrators to create new sections, but all other templates should be readily available to all users in all directories, simply assigning an administrator group to the new section templates from the Templates Management screen can be sufficient. However, remember that using Template Groups is the only way to prevent the basic built-in New Folder tool from being made available, and it can also be used to create empty groups if new pages and sections should not be available for creation in a particular directory.

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