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File & Folder Templates

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Overview

Many Egnyte customers often use the same file or folder structure in their processes. Here are a few examples to illustrate this:

  • Company A has a default presentation template that should be used by all employees to keep the branding and messaging consistent externally.
  • Company B works on several projects. Any project should include the same static list of folders due to public regulations.

In both these cases, the users would need to copy files and/or folders from one location to another. Egnyte improves this process and allows easier management and access to the templates using the File & Folder Templates feature.

File & Folder templates are not available for trial domains by default (contact Egnyte support team for more details).

 

File & Folder Templates

File & Folder template capability allows having “template files” and “template folders” in one place so that it is easier to manage them and provide access to end-users.

  • The system creates the following three folders:
    • /Shared/Egnyte Templates
    • /Shared/Egnyte Templates/File Templates
    • /Shared/Egnyte Templates/Folder Templates

File & folder templates - template folders.png

  • File templates should be uploaded to "/Shared/Egnyte Templates/File Templates" while folder templates should be uploaded to "/Shared/Egnyte Templates/Folder Templates":

File Templates
File & folder templates - file templates.png

Folder Templates

File & folder templates - folder templates.png

Permission Requirements

  • By giving Viewer permissions to "/Shared/Egnyte Templates/File Templates" and "/Shared/Egnyte Templates/Folder Templates", users will be able to easily create a file or folder from a template by using the "Create" button in the folder view.

  • By giving Editor permissions to "/Shared/Egnyte Templates/File Templates" and "/Shared/Egnyte Templates/Folder Templates", users will be able to control and edit templates that are available under the “Create” button in the folder view.

 

File creation from template examples

1. If the user wants to create a Word, Excel, or PowerPoint file and if Microsoft Office Online Integration is also enabled then the option to create from the template will be listed under the respective file creation menu as shown below.
File & folder templates - create from file template.png

File & folder templates - create from file template.png

File & folder templates - file created.png

2. For all other file types OR if Microsoft Office Online Integration is not enabled then the option to create a file from template will be listed under Other file templates.

File & folder templates - create from other file template.png

Folder Creation from Template Example

File & folder templates - create from folder template.png

File & folder templates - modify folder name and click create.png

File & folder templates - Folder created.png

Editing Templates

To edit a File/Folder template, the user needs to go to the folder "/Shared/Egnyte Templates/File Templates" (for File Templates) and to "/Shared/Egnyte Templates/Folder Templates” (for Folder Templates) and edit the templates there as they would do for regular files/folders.

Editing a File/Folder Template will not change files/folders that have been created earlier using the File/Folder Templates.

 

Limitations and Known Issues

See below for some existing limitations:

  • If a user has permission to File Templates but not to Folder Templates, the user will not see any folder templates in the “Create” menu.
  • Egnyte requires using the specified names listed below for template folders. Ensure these names are not altered, as any changes will prevent users from accessing and utilizing the templates.
    Folder structure for templates:
    • Shared/Egnyte Templates
    • /Shared/Egnyte Templates/File Templates
    • /Shared/Egnyte Templates/Folder Templates
  • Egnyte supports only a flat structure for file templates for now. Any folder or files in sub-folders will not be taken into account.
  • Egnyte supports only a flat structure for folder templates for now. Only folders directly under the Folder Templates folder can be used from the “Create” menu.
    Note: When creating a folder from folder template, it will take into account all sub-folders.
  • File & Folder template capability is available in Web UI and Egnyte Android applications only.
  • If a user (or admin) deletes the "/Shared/Egnyte Templates" directory, either it needs to be restored from trash, or the folder structure needs to be manually recreated.  Refer to point 2 for the folder structure.
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