Record templates

Easily define and replicate certain record field values with a few clicks. Creating a record template will save you a ton of time.

Leo avatar
Written by Leo
Updated over a week ago

There is a tendency in most apps to create the same types of records over and over again. For example, think about the notes from your weekly 1:1, incoming leads, or bug reports. Take advantage of record templates to avoid unnecessary duplication of work.


Create a record template

You can create a record template in two ways:

The first way is by clicking the dropdown menu next to the blue New button at the top right of any app. Click on + New template and choose between:

  • New team template that every workspace member can use (this option is only available if you have full access workspace permission)

  • New private template that is visible and useable only to you

The second way is to create a template from the record itself. At the top of the record, click on the dropdown menu and select Create template. The advantage is not starting from scratch by using the existing field value of every record to create a record template.

Configure a record template

A bar across the top indicates which app it belongs to when you edit a new or existing template. Your template can be configured at this point.

  • For example, customize a template that automatically adds the field value In progress to the Status for new tasks and assigns Rob to the Task Owner field.

  • Rename the template by changing the name at bar across the top

You can add every field value to your record template. The record is always created with identical content as the template was saved. The title of this record will become the template name going forward. You might title this one Update Sales Meetup.

πŸ’‘ When using the relations field at a record template be aware that all new records are related to the same saved relation.

Use a record template

Tap the dropdown menu to the right of the blue New button and choose one of the saved templates. Before or after saving the record you can edit the field values.

πŸ’‘ Use unique titles to spot the right record template immediately.

Edit an existing template

At the top right of your app, click the dropdown icon on the right of the blue New button. There will be a list of all record templates. Click the ... icon to the right of the template you want to edit and click Edit. The editing view will pop up where you can make your changes.

The same ... menu allows you to duplicate or delete templates. You can also change a team template into a private template or the other way.

Or arrange the record templates with drag and drop.

Use a template for all new records

By setting a record template as the default, all new records created will automatically adopt this template.

At the top right of your app, click the dropdown icon on the right of the blue New button. There will be a list of all record templates. Click the ... icon to the right of the template and click Set as default. For an empty record for all new records created, make the Empty record template the default again.

Use a template when creating a new related record

You can use a template when creating a new related record. Once you click on the Create new button, a dropdown menu will appear at the top of the new record, where you can select from your saved Templates. After selecting your desired template, simply click on Save and return to create a new record with the template's pre-set fields and configurations.

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