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Supersede a template

Marking a template as superseded records that it is out of date, without deleting it or the work already done with it. The template still works: anyone can still use it, and any session already under way carries on as normal. What changes is that the template is labelled, pushed down the lists, and put behind a confirmation step when someone starts new work with it.

Mark a template as superseded

Only the template's owner or a team administrator can mark or clear the flag. Everyone else sees the badge but has no mark or clear action on the row.

  1. Select the archive-box (Mark as superseded) action on the template's row.
  2. Enter a reason. A reason is required — it is what colleagues see when they meet the template later.
  3. Optionally choose the template that replaces this one.
  4. Confirm.

The row gains a Superseded badge. Hovering over the badge shows the reason, who marked the template, when they did it, and the name of the replacement if one was chosen.

What changes once a template is superseded

In the templates table. Superseded templates sink to the bottom of the table in the default order. If you sort by a column yourself, that sort is respected instead.

In the picker. When you create a document from a template, superseded templates sink to the bottom of the picker and are badged there, with their reason shown on the row.

Hiding them. The toolbar's Show superseded templates toggle is on by default. Turn it off to hide superseded rows from the templates table. Your choice is remembered. Superseded templates are never hidden from the picker, so a colleague creating a document always sees the whole set.

Starting new work. Starting a new session on a superseded template asks you to confirm first. The confirmation shows the reason, and the replacement if one was set, and Continue anyway proceeds exactly as it would for any other template. This applies whether you use the + action with no session in progress, choose Start fresh in the session chooser, or duplicate an existing session.

Resuming a session you already have, submitting a form, and generating documents never ask you to confirm.

Sessions started afterwards. A session created after the template was flagged carries a Superseded template chip in the sessions list, so it is clear which work was started on an out-of-date template.

Clear the flag

Select the same archive-box action on a superseded row. A confirmation restates the original reason. Select Clear to remove the flag; the badge disappears and the template returns to its usual place in the lists.

Marking an older template after an import

When you import a template and your team has at least one other template you could mark, a window offers to mark an older template as superseded by the one you have just imported. The reason is filled in for you and the replacement is set to the new template, so you only need to confirm. Select Skip to close the window and change nothing.