Templates

Templates in CertHub provide a placeholder for real documents. Different documents can be created on the basis of one template.

Templates allow you to:
✅ Create placeholders for documents.
✅ Fill the placeholders with data of referenced Domain Objects.
✅ Dynamically change the Domain Object context to create a document with different data.
✅ Preview the Template with Domain Object content before creating the real Document.
✅ Version Templates and Documents with traceability of revisions.

Creating Templates

When creating a new Template, you'll be asked to provide:

• A Title (required)
• A Filter Tag (optional)

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What is a Filter Tag?

• A Filter Tag helps organize templates into groups.
• Multiple templates can share the same Filter Tag.
• Templates with the same Filter Tag will generate documents that share the same Group ID.

Default Behavior:
By default, setting a Filter Tag is required. However, users have the option to proceed without one if grouping is not needed.

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tip

By Clicking the "Plus" Button, a Filter Tag can be created. It will show up in the DropDown Selection after Creation.

Editing the Filter Tag

After a template is created, you can add, change, or remove the Filter Tag at any time by editing the template vie the "Edit Template" in the top right when viewing a specific Template.

info

For further details on QM Lists please see QM Lists

Managing Templates

• Viewing Templates: All Templates are listed in the folder tree.
• Selecting Templates: You can select the Templates from the tree.
• Deleting Templates: Once selected the delete option in the template actions, Template can be deleted.
• Exporting Templates: Selected Template can be exported. When you export a Template, a download starts automatically.
• Importing Templates: Previously exported Templates can be re-imported when needed.
• Filtering Templates: Use the search bar at the top to search for Templates by name. Only Templates that match the specified filter will be displayed.
• Creating a New Templates: Click the "+" button at the top or next to any folder to add a new Template.

Placeholder Functionality

Templates act as placeholders for documents. The context in which a template exists determines the type of document that can be created from it.

You can change the Domain Object Context to generate different types of documents, such as:

• SOPs (Standard Operating Procedures)

• Work Instructions

• Forms

• Product

  

You can add references in the text editor to enable dynamic content updates based on the selected context.

• When you change the Domain Object Context, the reference automatically updates with the relevant data.
• This allows you to create flexible templates that adapt to different contexts.

For detailed instructions on adding references and different types of references, see Text Editor.

Configuration options

In the Editor View, you can choose between:

1. LINK View

   • Shows the reference paths instead of actual content
   • Displays references in format like:
     • Sterilisator 20A / Name
     • Sterilisator 20A / Risk Class
   • Helps template authors verify reference paths
   • Useful for debugging reference issues

2. CONTENT View

   • Shows the actual content from the references
   • Displays the resolved content instead of reference paths
   • Examples:
     • Instead of Sterilisator 20A / Name, shows actual content, i.e. "Sterilisator 20A"
     • Instead of Sterilisator 20A / Risk Class, shows actual content, i.e. "Class IIb"

Changing the Preview Context

You can change the preview context in the Abstract Reference Settings (⚙️) next to the Editor View. This updates the displayed content based on the selected context.

Template Version Control

The Version Control system allows you to manage both Drafts (Revisions) and Approved Versions of your documents. It helps you track progress, maintain history, and formalize approvals.

🧾 Understanding Revisions vs Versions

tip

To understand how the Versioning Concept works across CertHub, you can take a look at Versioning

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✍️ Creating a New Revision

To capture a draft of your changes:

1. Click "Create New Revision" at the top of the template
2. Enter a descriptive commit message
3. Click "Create New Revison" button to save your revision

This will:

• Increment the second number (e.g., 0.2, 0.3, etc.)
• Store the full content state and metadata
• Leave the template in Draft Mode

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✅ Publishing a Revision

To approve and publish a revision:

1. Select the revision you want to finalize
2. Click "Publish Revision" button
3. The template is now marked as Approved
4. A new Version number is created (e.g., 1.0, 2.0, etc.)

Once published:

• The revision is locked and becomes read-only
• The version appears in the template history as an approved state

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🕓 Benefits

• Full Audit Trail: Every edit is traceable
• Safe Iteration: Keep working in drafts without overwriting approved content
• Clarity: Know exactly what version is in effect at any time

For further details on the Verisoning and on working with Historic Version, see

For further details on the Verisoning and on working with Historic Version, see:

Text Editor

Create a Template from a specific Revision or Version

One powerful feature of the revision system is the ability to create new documents or templates from any historical version. This is particularly useful when you need to:

• Branch from a previous version
• Create variations of existing Templates
• Recover content from older versions

When you click on the Duplicate Template option, you can select one of the available revisions or versions for that Template to create a new Template.

Using Templates

You can generate documents from Templates by selecting different Domain Object Contexts.

Creating a New Document

1. Click "Create New Document".
2. Choose the Domain Object Context for the document.
3. The document is created using the content and data from the selected context.
4. All references within the template are resolved based on the chosen context.

Once you create a document from a template, the template will now be in a locked state. You cannot make any more changes to that template any more.

Example:

• Instead of Sterilisator 20A / Name, the document will display "Sterilisator 20A".
• Instead of Sterilisator 20A / Risk Class, the document will display "Class IIb".

Generating Multiple Documents

• You can create multiple documents from the same template, either with the same or a different context configuration.
• Once a document is generated, its references cannot be changed, but there context can.

Handling Unresolved References

If a reference cannot be resolved (e.g., missing or unavailable data), a warning will notify you.

tip

Previewing the Template in the Editor View helps identify missing or unresolved data before generating a document.

Editing Templates

For further details on how to use the text editor, please see Text Editor.