Publishing a template makes it available in the Create area, allowing users with New Document permissions to create documents from that template. Until a template is published, it remains unavailable for document creation.
In addition, publishing supports better template management by allowing teams to make approved templates available for document creation, control which templates are visible to Create users, track changes through versioning and release notes, and maintain access to previous versions when updates are made.
For more information about saving, versions and publishing, refer to this article.
Understanding Template Publishing
Before a template can be published, it must be accessible to other users on the profile and not marked as private.
1. Ensure the template is not private
Open the template in the Template Editor, then use the left-hand sidebar to navigate to Template Details.
In the Private setting, remove the tick from the checkbox and click Save.
This ensures the template is visible to other users on the profile.
2. Publish the template
Click the Publish button in the Template Editor.
A text box appears prompting the template user to add release notes for the published version, enter the release notes and confirm.
When a template is published for the first time:
The version number is set to v1.0
The version number appears in the top bar of the Template Editor, next to the template name
Unpublishing a Template
Published templates can be unpublished at any time.
Selecting Unpublish removes the template from the Create area
Create users can no longer start new documents from the template
Existing documents created from the template are not affected
Unpublishing does not delete the template or its versions.
Template versions and history
All versions of a template, both saved and published are available in the History area.
From the History area, template users can:
View previous versions
Compare changes between versions
Restore or reference earlier iterations as needed