Before publishing a new project template, you can now send the template through a review workflow to ensure that subject matter experts have the opportunity to review templates before being published to the project template library.
This article will give you the step by step assistance to get a new project template approved and published, ready for use on the project and how you can assign multiple reviewers to the same template.
Step by step guide to project template review workflows
1. Navigate to Template Setup
Select “Project setup” in the left-side navigation.
Select “Templates.”
It's important to note that only project admins can access the template setup, if you can't see the option and you need to create a project template, simply reach out to an existing project admin to upgrade your access.
2. Create a New Template
• Click on the “New template” button.
Choose “Create from scratch” if you want to craft the perfect project template from a blank canvas.
Leverage VisiAI to create a template from a prompt.
Import an existing company template (All templates imported from your company library will default to review required)
3. Fill in Template Details
The minimum requirements to submit a template for review (or publish directly to the project library without a reviewer) are to include a system, stage and discipline tag.
Now you can also include a head contractor project admin as a template reviewer.
For more detailed information about building the perfect checklist template refer to this help article
4. Finalise template and submit for review
If there is no template reviewer selected, simply click "publish" in the top right corner to publish the template directly to the project template library.
If a template reviewer has been selected clicking "request review" will send the reviewer both an email and Visibuild notification that there is a project template awaiting their review and approval.
Make sure to leave a comment about the template you need reviewed when you submit the request for review.
Once you submit the template for review the template status will be updated to in review.
5. Template Review Process
The template reviewer will receive both an email and Visibuild web app notification to let them know that a template review is required.
The template reviewer can either approve and publish the template, request changes or request next reviewer. Again, the appropriate parties will be emailed to let them know that a template change is required.
When a template is "in review" the template Visis are locked to everyone except the template reviewer.
Simply cancel the review request if you wish to unlock the template.
The Activity Feed allows you to monitor all changes made to a template in real time. It provides a detailed log of edits, updates, deletions, and revisions, so you always know what changed and when.
With full visibility over template modifications, you can prevent unintended updates, reduce miscommunication, and ensure accuracy and accountability.
How to approve and request next reviewer
Template reviewers can now choose "Approve and select next reviewer" instead of (or in addition to) "Approve and publish." This lets a reviewer complete their step and immediately hand the template off to another reviewer.
Together these mean you can run templates through a proper multi-step workflow — e.g. Head Contractor → Client → Engineer — with everyone kept in the loop.
Email notification when a review request is cancelled on a template
When a template review is cancelled, both the person who originally requested the review and the person who cancelled it will now receive an email notification.
6. Publish the template
Now you are familiar with the template approval workflow, it is important to remember that published templates are the only templates that can be created by project users.
