ShareFile
View PDF

Templates

January 8, 2026
Contributed by: 
P

When to Use Templates

ShareFile Projects now enables you to use Templates to standardize and replicate commonly used project workflows. Templates help reduce setup time by allowing project owners to predefine structures—including tasks, tables, and request types—that can be quickly reused across multiple projects.

Key Use Cases

  • Creating consistent workflows for recurring project types (e.g., onboarding, audits, reviews).
  • Maintaining standard document structures and task lists.
  • Reducing setup effort for new client or internal projects.
  • Ensuring teams follow uniform processes and naming conventions.

How to Create Templates

A Template captures the structure and content of an existing project. When a template is used to create a new project, all defined elements are automatically added, ready for customization.

Templates include reusable elements such as:

  • Predefined tasks and requests.
  • Requests (document, information) configured for common use.
  • Data tables and column configurations.

Templates do not include project-specific data or client assignments—only reusable setup elements.

Note:

Each template type can be managed independently and reused where applicable.

Project Templates

Capture the entire project setup—including all requests, tasks, and related structures—into a single reusable template.

When applied, it creates a new project with the same preconfigured elements.

Includes:

  • Document requests
  • Information requests
  • Tasks

Save existing project as project template

Document Request Templates

Save a specific Document Request list and all its associated items as a template. This helps when teams frequently request the same set of documents from multiple clients.

Includes:

  • All document request titles and descriptions
  • Request grouping and order
  • Upload settings or instructions

Save existing document request as template

Information Request Templates

Save the form fields and structure of an information request as a template. Useful when collecting the same information across different clients or projects.

Includes:

  • Field labels and input types (text, dropdown, date, checkbox, etc.)
  • Section grouping and layout
  • Field visibility and validation rules

Save existing information request as template

How to Use Templates

Create a Project Using a Template (From the Project Creation Flow)

  1. From the left navigation panel, navigate to Projects.

  2. Click Create project > From template.

  3. Select one of the available templates and update the name (required) and description (optional).

  4. Click Create project.

Your new project will automatically load with the predefined elements and structure from the selected template.

Create project from template

Create a Document Request Using a Template (From the Document Request List Creation Flow)

  1. Open an existing project and go to the Requests tab.

  2. Click Create request > Document request > Create from template.

  3. Select your preferred Document Request template and click Create document request.

The new request will mirror the structure of the selected template, allowing you to reuse predefined document lists across projects.

Create document request from template

Create an Information Request Using a Template (From the Information Request Creation Flow)

  1. Open an existing project and go to the Requests tab.

  2. Click Create request > Information request > Create from template.

  3. Select your preferred Information Request template and click Create information request.

Your new information request will now use the same structured form and field definitions as the chosen template.

Create information request from template

How to Update Templates

Update a Project Template

You can edit existing Project templates from the Templates section.

  1. From the left navigation panel, go to Templates.
  2. Select the checkbox for the template that you want to update and click Edit.
  3. From the Edit Template window, modify the existing document and information requests or click Create new to add more elements to the template.
  4. When your changes are complete, click Save changes.

Edit project template

Update Request Templates

To update existing Document Request or Information Request templates, you need to recreate them.

  1. Create a new request using the existing template.

    a. In an existing or a new project, go to the Requests tab.

    b. Click Create request, choose between a document or an information request, and select Create from template.

    c. Select the template that you want to update and click Create request.

  2. Make the required changes.

  3. Save the updated request as a template.

    a. From the request window, select Actions (⋯) -> Save as template.

    b. Provide name (required) and description (optional) and click Create template.

  4. Delete the old template.

    a. From the left navigation panel, go to Templates.

    b. Select the checkbox for the old template.

    c. Click Delete. (On smaller screen sizes, you might need to select Actions > Delete.)

    d. When prompted, confirm the operation.

How to Delete Templates

You can delete templates that are no longer in use or have been replaced by updated versions from the Templates section.

Only project owners and admins can delete templates.

  1. From the left navigation panel, go to Templates.

  2. Select the checkbox for the template that you want to delete.

  3. Click Delete. (On smaller screen sizes, you might need to select Actions > Delete.)

  4. When prompted, confirm the operation.

Once deleted, the template is permanently removed and will no longer appear in the list of available templates during project or request creation.

Delete project template

How to Share Templates

You can share templates with other team members to ensure consistent use of approved project structures across the organization.

Sharing allows multiple users to access and apply the same templates when creating projects or requests. Only project owners or admins can share templates.

Share Templates

  1. From the left navigation panel, go to Templates.

  2. Select the checkbox for the template that you want to share.

  3. Click Manage access. (On smaller screen sizes, you might need to select Actions > Manage access.)

  4. In the Manage users popup, click Share.

  5. In the sharing window, enter the names or email addresses of users or groups who need to use the template, and configure their permissions.

  6. Click Share to confirm.

The specified users or groups will now see the shared template in their Templates section under the Shared with me tab and can use it while creating new projects or requests.

Modify Sharing Permissions

  1. From the left navigation panel, go to Templates.

  2. Select the checkbox for the template for which you want to manage access.

  3. Click Manage access. (On smaller screen sizes, you might need to select Actions > Manage access.)

  4. In the Manage users popup, locate the users or groups whose permissions you want to modify.

  5. Click … > Edit permissions.

  6. Review and modify the available permissions.

  7. Click Save and when prompted, confirm the operation.

Revoke Access to a Template

  1. From the left navigation panel, go to Templates.

  2. Select the checkbox for the template for which you want to manage access.

  3. Click Manage access. (On smaller screen sizes, you might need to select Actions > Manage access.)

  4. In the Manage users popup, locate the users or groups whose access you want to revoke.

  5. Click … > Remove user and when prompted, confirm the operation.

The specified users or groups will no longer have access to the template.

Templates
January 8, 2026
Contributed by: 
P
January 8, 2026
Contributed by: 
P

In this article

Site feedback | Privacy and legal terms | Cookie preferences

About Us | Awards | Press Releases | Media Coverage | Careers | Offices | Security Center | License Agreement | Do Not Sell or Share My Personal Information

Copyright © Progress Software Corporation and/or its subsidiaries or affiliates. All Rights Reserved.

Progress and certain product names used herein are trademarks or registered trademarks of Progress Software Corporation and/or one of its subsidiaries or affiliates in the U.S. and/or other countries. See Trademarks for appropriate markings. All rights in any other trademarks contained herein are reserved by their respective owners and their inclusion does not imply an endorsement, affiliation, or sponsorship as between Progress and the respective owners.