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Templates

December 18, 2025
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 template

  1. A Template captures the structure and content of an existing project.

  2. It includes reusable elements such as:

    a. Predefined Tasks and requests.

    b. Requests (Document, Information) configured for common use.

    c. Data Tables and column configurations.

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

  4. When a template is used to create a new project, all defined elements are automatically added, ready for customization.

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

Templates 1

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

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

Note:

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

How to Use Templates

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

  1. Navigate to Projects from the left navigation panel.

  2. Click on Create Project.

  3. In the creation panel, select the From Template option.

  4. Choose the template you want to use from the list of available project templates.

  5. Update project details such as:

    • Project Name and description

  6. Click on Create Project.

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

Templates 2

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

  1. Within a project, go to the Requests tab.

  2. Click on the Create Request option and select Document Request.

  3. In the creation panel, choose From Template.

  4. Browse and select the desired Document Request Template.

  5. Click on Save or Send Request to initiate the document request.

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

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

  1. In your project, navigate to the Requests tab.

  2. Select the Create Request button and then click on Information Request.

  3. In the setup view, choose the From Template option.

  4. Select the preferred Information Request Template from the list.

  5. Select Save or Send Request.

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

How to Update Templates

Currently, there is no direct template update flow available within Projects. If you need to make changes to an existing template, you can do so by recreating it using the following workaround.

Steps to Update a Template

  1. Create a Project Using the Existing Template

    a. Navigate to Projects and click on the Create Project button. Select From Template.

    b. Choose the template you want to update.

    c. This creates a new project with the existing template structure.

  2. Make the Required Updates

    a. Modify tasks, requests, files, or data tables as needed.

    b. Adjust naming conventions, assignees, or due dates.

    c. Add or remove elements that should be reflected in the new version.

  3. Save the Updated Project as a New Template

    a. From the project menu, click on More Options (⋯) -> Save as Template.

    b. Enter a new Template Name (for example, Client Onboarding Template v2).

    c. Review the included components and click on Save.

  4. Delete the Old Template

    a. Go to your Template from the left nav.

    b. Locate the previously saved template.

    c. Click on the three dot (⋯) option -> Delete Template.

    d. Confirm the deletion to keep only the latest version active.

How to delete templates

Templates that are no longer in use or have been replaced by updated versions can be deleted from the Template Library. Only project owners and admins have permission to delete templates.

Steps to Delete a Template

  1. Navigate to the Template section in ShareFile.

  2. Locate the template you want to delete.

  3. Select the More Options (⋯) icon next to the template name.

  4. Select Delete Template.

  5. Confirm the deletion when prompted.

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

How to Share templates

Templates can be shared 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.

Steps to Share a Template

  1. Navigate to the Template section in ShareFile.

  2. Open the Template Library.

  3. Locate the template you want to share.

  4. Click on the More Options (⋯) icon next to the template name.

  5. Select Share Template.

  6. In the sharing window:

    a. Enter the names or email addresses of users or groups you want to share the template with.

  7. Click on Share to confirm.

The selected users will now see the shared template in their Template Library and can use it while creating new projects or requests.

Templates
December 18, 2025
Contributed by: 
P
December 18, 2025
Contributed by: 
P

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