Managing categories and tags
Setting up the platform
Being GDPR compliant
You must be a system administrator to create templates.
The templates created in Elium are pre-formatted categories for platform users. You can create them from existing templates in your company or take the opportunity to create original templates, by asking yourself which content formats could be standardised.
Why create templates?
Creating templates in Elium allows users to contribute on the platform in a guided and structured way so that they do not experience "blank page" syndrome. By filling in metadata and following a well-defined structure, they can classify their contributions correctly. Templates allow them to have *coherent searches and offer a new type of global filter on content.
How is it display in Elium ?
Each template is differentiated by its name, icon and/or color. As a system administrator, you can create as many templates as you need for your use. For example, you can create a meeting report template, or one for competitor records, project records, the integration process, etc. You are able to create templates that span the entire platform or templates that are specific to one or more spaces.
Create a new template
To create a new template, click on your profile photo and in the drop-down menu, select the “Template Builder” tab. Here, you will be able to choose to create a new template, as well as modify or delete existing templates.
You can create a new template in four simple steps:
1. Setting up the template
In this first section, you need to choose how your template will be displayed under the "+" button.
- Define the language of the template
- Choose its name. Make sure to choose a short name, below 25 characters, so that it can be displayed clearly in the menu.
- If your template will be used to organise events (training, conferences, etc.), tick the box "This template is an event". This means that the system will display a calendar so that the user can set a date for their event.
- Define whether your template is for the entire platform or restricted to one or more spaces.
For example, the "Topic" template is available to use across the platform while the "Events project" template can only be accessed in the Key News area.
- Finally, choose a colour and an icon for your template to represent it when it appears under the "+" button.
To proceed with the configuration of your template, save it. You will then see the tab: "Attribute" which allows you to define the title and field of your template.
2. Title of the template
There are two options to choose between for the title:
- Free text: the structure of the title is free.
- Structured title: the structure is pre-defined, so template users have to create a title with certain components.
To set up a structured title:
- Select the separator between the different components.
- Match the title structure with the different components. For a template of "meeting minutes" for example, a title could be "Meeting Minutes N° Date of the meeting".
- Save each selected component
All components of a structured title are mandatory by default.
3. Attributes of the template
Attributes are metadata fields, i.e. additional data about the content. Attributes describe in a more global way what is in the content. When building your template, you can set up different types of attributes:
- Text : text fields let you add custom strings of text to describe your content
- Multiline text : lets you add multiple lines of text to describe your content
- Email : field used to store an email address
- Number : field used to store a number
- Boolean : field used to store a boolean (true/false) and display a checkbox
- URL : field used to store a link to another location
- Date & time: use this field to set dates on your content, such as project deadlines or meeting times
- Date : same as above, without time.
- Phone number : field used to store a phone number.
- Multiple tags : field used to select one or more tags of a specific category
- Tag : field used to select one tag of a specific category
- Author : field used to store the author’s name
- Publication date : field used to store the content’s publication date
- Source : field used to store the source of the content
- Publisher : field used to store a content publisher’s name
- Location : field used to store a geographical address
- User list : field used to reference one or more users of the platform, such as project team members
- User : field used to reference a user of the platform, such as project manager or validator
- Line : lets you add a horizontal visual separator between fields
- Section : lets you add unmodifiable text between fields
- Heading Section : lets you add unmodifiable headers between fields
Two main reasons to put information in metadata:
- Precise and structured additional search criteria.
- Important information to be seen directly outside the content
To create attributes:
- Click on "Click here to add an attribute in this section". The system will then propose a field representing all the types of attributes described above.
- Select the first attribute you want to see in your story.
- Choose the language.
- Give a name to your attribute.
- Make this field mandatory if necessary (this means that your users will not be able to publish the Story without completing this field).
- Save the attribute and create more if necessary
View of attributes being created:
View of the attributes of the saved model:
The attributes of a template are below the title of the Story.
Once you have set all your attributes, save them and go to the last "Body" tab to define the structure of your Story.
4. The body of the template
Establish the structure of the body of the story with this last tab. As with creating a story, click on the "+" button and add the different blocks you would like your users to fill in.
You can predefine titles, bulleted lists, areas to place a file, images, etc.
- Structure the body with different levels of titles
- Click on the "+" to add block content.
- Save your changes
5. Some templates examples:
Modify or delete existing templates
At any time, you can modify the template you have already created. All existing content created from this template will be affected by this change. So be careful when you delete an attribute: if some contents contain values for it, they will be lost.