Enabling and Disabling Document Templates

Portmasters uses an enable/disable system instead of deletion to protect data integrity and preserve historical records.

Why disable instead of delete?

Data integrity protection

• Document templates may be referenced in existing bookings, bills of lading, or other shipping documents.
• Deleting a template that’s in use would create problems and broken references.
• Historical documents need to maintain links to the templates they used.

The solution: disable templates

• Disabled templates are hidden from the selection lists in bookings and document generation.
• They no longer appear when users are choosing templates for new documents.
• However, they remain in the system to preserve references in historical bookings and documents.
• This ensures existing documents continue to function properly.

How to disable a document template

1. Locate the template you want to retire in the Document Templates list.
2. Click the edit icon (pencil) in the Action column.
3. Change the template status to Inactive or Disabled.
4. Save the changes.

Result

• The template status will show as Inactive instead of Active.
• Users will no longer see this template in document selection dropdowns.
• Existing bookings and documents that used this template remain intact.
• The template is preserved for historical reference and audit purposes.

When to disable a template

Common scenarios:

• Template is outdated or superseded by a newer version.
• Document format or legal requirements have changed.
• Template contains errors and needs to be replaced.
• Regulatory changes require new template formats.
• Company rebranding makes old templates obsolete.
• Template is no longer relevant to current operations.

Managing disabled templates

Re-enabling templates

If you need to reactivate a disabled template:

1. Locate the disabled template (use filters if needed).
2. Edit the template.
3. Change the status back to Active.
4. Save the changes.
5. The template will appear in selection lists again.