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Release Note: Managing Templates

Fourth Customer Success Portal
  • Updated

The Change

Using templates to manage orders, requisitions etc. can aid in speeding up these processes for users.
 
There is however a best practice way of setting up and managing the templates to ensure they are managed and maintained correctly.  To ensure the templates are managed correctly changes have been made to the ‘update’ functionality and a new ‘reset template’ option has been added.

Customers Affected

All fnb customers using templates in EM

Reason for the change

As some users like to manage template quantities at site but manage template items centrally the option to be able to add or remove items from a template without changing the quantities of existing items was needed. For this reason the new option to reset a template was added and an adjustment to the existing update was made.
 

Release Notes

  • Follow the path: EM > System Administration > General Admin > Template Admin > (click on a Template) > Where Used tab.
 
1. ‘Add template to sites’
No change to this functionality.
2. New functionality for ‘Update template to sites’ link
Now when clicking this link, templates at site level will only be updated with changes from Enterprise Manager. More importantly, differences at site level are now retained rather than being overwritten as before.
3. ‘Remove template from sites’
No change to this functionality.
4. Addition of a new ‘Reset template to sites’ link
A new, fourth link will appear on this screen which when clicked, overwrites templates at site level with whatever items have been added to that template in Enterprise Manager. 
This is in effect a renaming of the old ‘Update Template to Sites’ link with original functionality retained.
 
 
Fig 1 shows the available links within Enterprise Manager

Fig 1 Links on the Where Used Tab
 
Note: These changes apply to the Enterprise Level Template administration - no functional changes will be made to Site Level template functionality.


New ‘Reset Template to Sites’ Link

Previously, clicking the ‘Update Template to Sites’ link used to remove all template data from site level & overwrite it with whatever item and quantity data had been set up within the template in Enterprise Manager.
 
This link will now be named ‘Reset Template to Sites’ to better describe what happens when clicking it, and occupies a new fourth position at the top of the template where used tab. 
 
This option should be used if users wish to override the template used at site(s) with the template from Enterprise. 
 
 
Fig 2 shows reset when updating different quantities

Fig 2 - Effect of Resetting a Template
  • The example in Fig 2 shows how the quantities that have been changed have been updated at site from the Enterprise Template when the ‘Reset Template’ link is used.

 
Fig 3 shows the reset when updating different items

Fig 3 - Effect of the Reset When Updating Different Items
  • The example in Fig 3 shows how the items that have been changed have been updated at site from the Enterprise Template when the ‘Reset Template’ link is used.

 
Fig 4 shows the reset when updating different quantities and items

Fig 4 - Effect of the Reset When Updating Items & Quantities
  • The example in Fig 4 shows how the items and quantities that have been changed have been updated on the site template when the ‘Reset Template’ link is used. 

‘Update Template to Sites’ Changes

The ‘Update Template to Sites’ link remains in the second position at the top of the template where used tab, but clicking this link will now make changes to Site Level Templates based on the following 3 rules;
 
The ‘Update Template to Sites’ link should be used if users want to add or remove items from the template without changing the site specific quantities against the exiting matching items on both templates.
 
 
Fig 5 shows the function ‘Update Template to Sites’ will take when items appear on both Enterprise and Site level versions of the template
Fig 5  - Template Site vs.Enterprise (Rule 1)
  • RULE 1. If an item appears in the Enterprise version of the template AND in the Site version of the template - then the item will not be removed from Site Level. Also if the quantities are different they will not be changed at site.

Fig 6 shows the function that ‘Update Template to Sites’ will take when a new item has been added to the Enterprise version of the template

Fig 6 - Template Site vs.Enterprise (Rule 2)
  • RULE 2. If an item appears in the Enterprise version of the template but not in the Site version of the template, then the item will be added to Site Level and a quantity of zero will be against the item added to the site level (irrespective of the quantity in Enterprise). Also if the quantities are different on the matched items they will not be changed at site.

Fig 7 shows the function that ‘Update Template to Sites’ will take when an item exists on the Site level template but not on the Enterprise version of the template.

Fig 7 - Template Site vs.Enterprise (Rule 2)
  • RULE 3. If an item does not appear in the Enterprise version of the template BUT DOES appear in the Site version of the template, then the item will be removed from Site Level.

Best Practice for Creating Templates

Due to the changes being made it is essential to manage templates using best practice. 

 
Fig 8 shows the frequency option when creating a new template in Enterprise

Fig 8 - Template Frequency Options
 
  • When creating templates in enterprise manager two frequency options are available as shown in Fig 8 above. 
Fig 9 shows the daily option selected with no values pre-populated

Fig 9 - Template Option with 'Daily' Frequency Selected
  • Only select the daily option if there are going to be pre-populate values against the different daily options, do not leave the boxes blank as shown in Fig 9 above.
  • If the daily option is selected but the fields are left blank it will cause issues with the system especially when updating or resetting the template from Enterprise to site. If no value is required at site on a particular day, then a zero must be used. 
 
Fig 10 shows the correct setup of templates where no quantity values are pre-populated.

Fig 10 - Template Option with 'None' Frequency Selected
  • If templates should be used with no values pre-populated select the ‘none’ frequency option as this blank field will be available on each day the template is selected and will not be impacted by the changes made.
  • Fig 10 above shows how templates with no values should be created in Enterprise by selecting the ‘none’ frequency option and not entering pre-populated quantities against each item.

Note

  • For pre-populate different daily values on a template, such as an order template, the ‘daily’ option can be used as long as there are zeros or a value against each item. 
  • If the quantity to be populated does not change on a daily basis, such as entering a line cleaning wastage template where 8 pints are always wasted regardless of the day entered, the ‘none’ frequency should be used.
  • Templates cannot be changed from ‘daily’ to ‘none’ frequency or vice versa, a new template MUST be created.
 
 

 
 

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