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Managing Your Organization’s Template Library

Learn how to add, organize, and maintain shared templates for your organization.

Platform access level: Org Admins and Managers. Writers can browse and use templates but cannot manage the library.

Your organization’s template library gives every team shared examples to learn from and reuse. Add courses, surveys, and nudges from your own content, then organize them in Your templates.

Library templates are read-only. When someone selects Use template, they create their own copy to edit and schedule. See Using Templates from the Content Library for that workflow.

1. Open your organization’s library

On the Content page, select Content library, then Your templates. Every team in your organization sees the same library.

the Content library with the Your templates tab circled, a Create folder card, an HR team folder, and two template cards

The Arist templates tab is curated by Arist. Everything you manage is in Your templates, and you add to it by promoting your own content. To browse, preview, and use templates from either tab, see Using Templates from the Content Library.

2. Add your own content as a template

a course card's three-dot menu on the Content page with Promote to library circled, below Download and above Archive; the other content cards are blurred

  1. On the Content page, open the course, survey, or nudge’s three-dot menu.

  2. Select Promote to library.

  3. Choose Your templates or a folder.

  4. Select Promote.

the Promote to library window: the note that the original stays in Content and later edits will not sync to the copy, the line that a language with incomplete translations will not carry over, a search box, Your templates selected, and the Cancel and Promote buttons; the other content cards behind it are blurred

The library copy has “Template” added to its name, such as “Onboarding Basics Template.” If that name is taken, Arist adds a number.

  • Original content: Stays in place with its schedules and learners unchanged.

  • Languages: Languages with incomplete translations are left out. The confirmation lists the languages included.

The Promote to library action is unavailable on archived content.

Note: A library template does not receive later changes to the original content it was promoted from.

3. Organize templates with folders

Organize templates into folders by topic, audience, or purpose so people can find the right starting point. Use clear folder names and group related templates together.

Create a folder

the Create a new folder window with its Name field and the Cancel and Create folder buttons

To create a subfolder, open its parent folder first.

  1. In Your templates, select Create folder in the Folders row.

  2. Enter a Name of 2 to 30 characters.

  3. Select Create folder.

Rename, move, or delete a folder

the HR team folder's three-dot menu in Your templates, circled, open on Rename, Move to folder, Archive, and Delete

Open the folder’s three-dot menu and choose an action:

Action

Steps and result

Rename

Enter the new name, then select Rename.

Move to folder

Choose a destination and select Move. The folder and its contents move together.

Delete

Select Confirm to remove the folder. Its templates move to the top level of Your templates.

For Archive, follow section 4.

Move a template

the Move window for a template, with a search box, Your templates, the HR team folder selected, and the Cancel and Move buttons

  1. Open the template’s three-dot menu and select Move to folder.

  2. Choose a destination.

  3. Select Move.

Moving a template does not affect copies people have already created. Folders and templates move within Your templates. To add content from the Content page, use Promote to library.

4. Archive or restore templates and folders

Archive templates when you want to take them out of use. You can restore them later. Archived templates cannot be previewed or used.

Archive a template or folder

a template card's three-dot menu in Your templates with Archive circled, between Move to folder and Use template

  1. In Your templates, open the template or folder’s three-dot menu.

  2. Select Archive. Templates are archived immediately. For a folder, select Confirm to archive it, its subfolders, and their templates together.

Restore a template or folder

Your templates inside the HR team folder with the Show archived toggle circled at the top right, and an archived template's three-dot menu open on Restore, also circled

  1. Turn on Show archived at the top right of Your templates.

  2. Open the archived template or folder’s three-dot menu.

  3. Select Restore. For a folder, select Confirm as well.

The restored templates are available to preview and use again.

Note: Templates cannot be permanently deleted. To delete a folder while keeping its templates, follow the folder-management steps in section 3.

5. Update a template

To update a library template, create and edit a copy, then add it back to the library:

a template card's three-dot menu in Your templates with Use template circled, between Archive and Preview

  1. Open the template and select Use template.

  2. Edit the copy on the Content page.

  3. Open the copy’s three-dot menu and select Promote to library.

  4. Choose its destination and select Promote.

  5. Archive the old template when you are ready for people to use the replacement.

Copies people previously created from the old template stay unchanged.

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Note: Need help at any point? Reach out to your Arist Customer Success contact, or email [email protected].

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