Understanding Template Access Controls in Xenia

Template permissions in Xenia are managed differently from general workspace access. While tasks, work orders, and scheduled work are controlled by workspace-level user roles (Basic Users, Full Users, and Admins), template access is controlled at the individual template level. This guide explains how template permissions work and how to manage them.

Video Guide: Managing Template Access

!! IMPORTANT NOTE !!: Remember that template permissions are separate from workspace-level roles and must be configured individually for each template.

[Video Placeholder: Demonstration of template access control configuration]

Template Access Levels

There are two distinct types of template access:

1. Template Admin
   • Can edit and delete templates
   • Can view ALL submissions for the template
   • Can create new submissions
   • Typically assigned to managerial and administrative teams
2. Template Submitter
   • Can create new submissions for the template
   • Can only view their own submissions
   • Cannot edit or delete the template
   • Often assigned to specific locations or teams
3. Please Note: As of January 1st, 2025, visibility of submissions by Users (i.e. "view all vs. own submissions") is now overriden by Custom Role Permissions to provide more advanced flexibility for larger organizations (per the screenshot below):

How to View Current Access Settings

1. List View Method
   • Go to the template list view
   • Scroll to the right
   • Locate the two columns:
     • Template Admins
     • Template Submitters
2. Template View Method
   • Open the template
   • Click the "View" or "Edit" button in the upper left
   • Click the settings button in the upper right
   • Select the "Access" tab

How to Modify Access Controls

You can modify template access in two ways:

Method 1: From Template List

1. Navigate to the template list view
2. Locate the template you want to modify
3. Use the access control columns to adjust permissions

Method 2: From Template Builder

1. Open the template
2. Click the Settings button at the top of the screen
3. Navigate to the Access tab
4. Modify permissions as needed

Best Practices

• Assign Template Admin access to a particular Team
  • To setup 'Teams', follow along with this guide here [insert]
• Set Template Submitter access by:
  • Location
  • Team
  • Or both
• You can provide access to multiple teams or locations simultaneously
• Regularly review access settings to ensure they align with current organizational needs

Example Configuration

A typical setup might look like this:

• Template Admins: Management "Team"
  • Full editing rights
  • Complete submission visibility
• Template Submitters: Specific Locations (e.g., Springfield, Estero)
  • Submission creation only
  • Limited to viewing their own submissions

Need Additional Help?

If you encounter any issues with template access controls, please contact our support team for assistance.

Note: Remember that template permissions are separate from workspace-level roles and must be configured individually for each template.