A template allows you to copy tasks, fields, and configuration from an existing workflow, then adjust it for a new use case.
When to Use a Template
Use a template when:
You want to reuse common tasks such as donor intake or coordinator checklists
You need consistency across similar workflows
You are creating a new workflow that follows a similar process
Templates help you save time while keeping your workflows consistent.
What Happens When You Use a Template
When you create a workflow from a template:
Tasks and fields are copied from the existing workflow
Default settings and configuration are copied
You can modify anything before saving
The new workflow does not affect the original workflow.
Create a Workflow from a Template
Step 1: Access the Workflow Builder
Log in to the Admin Portal
Open Workflow Builder
Select New, then choose Copy Existing
Select the workflow you want to use as a template
Step 2: Name Your Workflow
Enter a clear, descriptive name.
This name appears during case creation, so it should help users select the correct workflow.
Select Load Template to continue.
Step 3: Review and Update the Workflow
After loading the template, review and update each component as needed.
Tasks and Fields
Tasks and fields are copied from the template.
Update them if needed to reflect a new process.
Add or remove tasks
Update field requirements
Adjust field names or options
👉 See: Tasks and Fields
Default Settings
Default settings define what is automatically applied when a case is created.
These include:
Case name
Tags
Stage
Follower groups
PDF Mapping
PDF mapping defines how data from a PDF is applied to workflow fields.
Select which fields from the PDF download should map to the workflow fields.
When importing a PDF during case creation, the mapped fields are populated automatically.
Analytics Mapping
Analytics mapping defines how workflow data is used for reporting.
Workflow fields are mapped to predefined analytic fields used in reporting and dashboards.
Save the Workflow
Select Create Workflow
The workflow is saved and becomes available for use when creating cases.
Default Settings Details
Default settings allow values and configuration to be applied automatically when a case is created. These can be reviewed and adjusted during case creation.
Case Stage
Sets a default case stage.
A single option is selected from a dropdown
The value appears during case creation
The stage can be changed before the case is created
Case Tags
Sets default tags for the case.
Multiple tags can be selected
Tags appear during case creation
Tags can be added or removed before the case is created
Default Case Name
Configure a default name for cases created with this workflow. Use merge fields to dynamically populate the name based on case data. The name can be edited at the time of case creation.
The case name can include:
Free text
Punctuation
Merge fields
Example
{{created_date}} | {{unos_id}} - {{age}} - {{sex}} - {{opo}}Preview
06/11/2026 | ABCD123 - 45 - MALE - NYOD
Default Follower Groups
Default follower groups define who is included in a case and what access they have.
This includes:
Selecting teams to be included for each group
Controlling which tasks each group can view or edit
Managing how updates are shared within a case
Summary
Creating a workflow from a template allows you to:
Reuse an existing workflow structure
Save time when building new workflows
Maintain consistency across similar processes
Adjust configuration without affecting the original workflow