Best Practices

Use these practices to manage document templates throughout their lifecycle.

Template creation

• Use clear, descriptive names that indicate document type and purpose.
• Include version numbers or dates if maintaining multiple versions.
• Test templates before making them active.
• Ensure all fields and formatting are correct before uploading.
• Use professional layouts that reflect your company branding.

File management

• Keep file sizes reasonable for quick loading and sending.
• Optimize PDFs to reduce file size without losing quality.
• Use consistent file naming conventions.
• Organize templates by category or function.
• Maintain source files separately for future editing.

Template lifecycle management

• Create new templates for all standard documents used in operations.
• Disable outdated templates rather than deleting them.
• Create new versions of templates rather than editing active ones.
• Use version numbers or dates in template names for tracking.

Version control

• When updating a template, create a new template version.
• Disable the old version rather than replacing it.
• Name templates with version indicators (e.g., BOL Standard v2.0 – 2024).
• Keep previous versions disabled but available for reference.
• Document what changed between versions.
• Notify users when new template versions are available.

Quality control

• Review all templates for accuracy before activation.
• Verify legal language and terms are current.
• Check that all required fields are present.
• Ensure compliance with regulatory requirements.
• Test templates with sample data before full deployment.
• Periodically audit active templates for continued relevance.

Operational workflow

• Only keep currently-used templates as Active.
• Disable templates immediately when they become outdated.
• Train users to check template names and versions.
• Establish a review schedule for template updates.
• Maintain documentation of template purposes and usage guidelines.

Common questions

Why can’t I delete document templates?
Templates that have been used in bookings, bills of lading, or other documents cannot be deleted because this would break references and cause problems with historical records. Instead, you should disable them.

What’s the difference between disabling and deleting?
Disabling hides the template from selection lists but keeps it in the system for historical reference. Deleting removes it completely, which can cause data integrity issues if the template was ever used.

How do I remove a template from the selection list?
Edit the template and change its status to Inactive/Disabled. It will no longer appear when users are selecting templates for new documents.

Can I still view documents that used a disabled template?
Yes, historical documents remain fully functional. Disabling only prevents the template from being used in new documents.

What happens to existing bookings if I disable their template?
Nothing changes for existing bookings. They maintain their connection to the template and can still access it. The template simply won’t appear for new bookings.

How do I update an existing template?
Best practice: Create a new version of the template with a new name (e.g., BOL v2.0) and disable the old version. This preserves historical data while providing the updated template for new documents.

Can I re-enable a disabled template?
Yes, edit the template and change its status back to Active. It will reappear in selection lists.

How do I organize multiple versions of the same document?
Include version indicators and dates in the template name (e.g., BOL Standard v2.0 – 2024). Keep old versions disabled for reference while only the current version is active.