Opportunity Templates are a valuable feature that can save time when setting up new opportunities by pre-filling fields in the creation form. There is no limit to how many templates you can create. You could create one for every region or even one for every role. The only drawback of creating a large list of templates is that it may be harder to maintain.
ACCESSING TEMPLATES
To load the list of opportunity templates that you have access to:
- From the left-hand menu, navigate to Opportunities > Templates. If you don't see this option, you may need to contact a Super User to create the Template for you.
- Existing templates can be adjusted by double-clicking on them and navigating to the tab you wish to modify. Templates include the same tabs as opportunities, minus the Posting and Interview tabs.
CREATE A NEW TEMPLATE
Initiate the process
- From the list of templates, click the New Template button in the Templates toolbar.
- This action will take you through a three-stage template creation process.
Step 1: Enter the Opportunity Creation Method
On the first page you will be asked to enter the following fields:
- Opportunity Title:
- Provide a specific and clear title for your template. We advise prefixing the title with the word "TEMPLATE" in block capitals to help others identify its purpose.
- Creation Method: Select your preferred creation method:
- 'Copy an existing opportunity:' Useful if an opportunity has already been created and you want to use it as a Template going forward. You can remove any specific information when you come to stage 3.
- 'Create from an existing template'
- 'Enter all details manually'
Additional fields if you select 'Enter all details manually':
If you select 'Enter all details manually', you will be asked to complete the following fields:
- Opportunity Workflow: Define the status flow for opportunities created using this template. This can include setting up an approval process. While this field is not mandatory, choosing an 'Opportunity Workflow' is essential if you plan to send opportunities created with the Template for approval. Otherwise, this function won't be available.
- Application Workflow: Choose the status flow that applications for opportunities created with this template will follow.
- Internal Form: Choose the form you will complete when creating an opportunity using this template.
- External Form: This contains the advert fields presented to candidates. Select the external form corresponding to your chosen internal form.
Click Continue to Candidate Forms once you have completed the page.
Step 2: Review Candidate Forms
On this page, you'll find a list of statuses linked to the Application Workflow you chose in the previous step, each of which has associated candidate forms.
In each group of statuses, you'll see a dropdown menu containing a list of application forms.
Click the Continue to Opportunity Details button at the bottom of the page.
Be cautious when changing forms:
- While it is possible to change the form used at each status, it's typically an uncommon action that requires a good understanding of the system. Proceed with caution and only make changes if you're confident in your decision.
Step 3: Enter the Opportunity Details
You can complete as many, or as few fields as you like on this page.
- None of the fields on this page are mandatory:
- Some fields are marked with an asterisk, indicating they will be mandatory when creating opportunities with this template.
- It's advisable not to check the 'Active' checkbox:
- If this is selected, opportunities created using this Template will automatically become active.
- Default Templates are autoselected:
- If you select 'Is Default,' the template will automatically be chosen when users create opportunities, as long as they have access to the template.
- The system can only designate one template as the 'Default.' If you choose this option for a template, any other templates where 'Is Default' was selected will have this option deselected automatically.
Once you're satisfied with your selections, click the Create Opportunity button at the bottom of the page to save the template to the system. Templates are assigned unique ID numbers.
You can always return to the Details, Description, and Participants tabs of any template to make adjustments.
