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Manage the templates library

The Templates library is the instance-wide catalogue of approved templates. Anything an admin promotes here becomes available to every DocuDesk user; anything an admin deprecates is hidden from new renders but kept for traceability of past documents.

Goal​

By the end you will know how to promote a user-created template into the shared library, categorise it, and deprecate an obsolete one.

Prerequisites​

  • You are an administrator on the Nextcloud instance, or your user has been granted the DocuDesk Library curator role.
  • At least one user has created a template that is ready to promote (see Create a template).

Steps​

  1. From the navigation, click Templates and switch to the Library view (the toggle next to the search box).

    Templates library view

  2. The Library view filters to templates with the Promoted badge. Click Promote a template to bring up the picker that lists every user-created template not yet in the library.

    Promote a template dialog

  3. Pick the template, assign a Category (used to group templates in the render-picker), set the Audience (everyone, or restricted to a group), and confirm.

    Promotion settings

  4. To deprecate an obsolete template, open its detail view and click Deprecate. The template stays in the library marked Deprecated — past documents that reference it still resolve, but new renders can't pick it.

    Deprecating a template

Verification​

You are done when: the promoted template appears in the Library view with its assigned category and audience, regular DocuDesk users can pick it from the render-picker dropdown, and the deprecated template no longer appears in that dropdown (but is still listed in Library with the Deprecated badge).

Common issues​

SymptomFix
Promote dialog says "no eligible templates"All user templates are either already promoted or have unresolved field warnings — open each candidate and reconcile the Fields tab before retrying.
Audience setting doesn't restrict accessGroup restriction relies on Nextcloud's group membership — confirm in Users → Groups that the intended group actually contains the users you expect.
Deprecated template still appears in the render-pickerThe user's browser cached the template list — they hard-refresh (Shift+F5) or open a new session.

Reference​