Manage Workflow Templates
TL;DR — A workflow template is a reusable blueprint of stages (Form, Interview, Payment) that you can drop into any new campaign. Manage them from Settings → Templates: click New Template, give it a name, then add stages just like in a campaign. The template appears in the Workflow picker the next time you create a campaign.
Before you start
- Requires: Admin role. The Settings page itself is hidden from Campaign Managers and Members.
- You'll need: nothing — templates exist independently of campaigns. Build them ahead of time, or save an existing campaign's workflow as a template (see Design a Workflow → Save as a template).
Open the Templates section
- From the sidebar, open Settings.
- In the Settings side-menu, click Templates. The section header reads Workflow Templates, with a short description and the slot indicator (X of Y templates used).
Create a template
- Click + New Template in the top-right of the Templates section. A dialog titled New Workflow Template opens.
- Enter:
- Name (required) — e.g. Standard Admissions
- Description (optional) — a short summary of when this template should be used
- Click Create Template. The template appears in the list and expands automatically so you can start adding stages.
If the slot limit is reached, instead of the dialog you'll see Template Limit Reached — see Template slot limit.
Add stages to a template
When a template is expanded, the inline builder shows the stages it currently contains and an + Add Stage button. Templates carry the same stage types as campaign workflows: Form, Interview, Payment.
- Click + Add Stage (or Add First Stage on a brand-new template). A drawer opens.
- Fill in the stage just like you would on a campaign:
- Stage Name (required)
- Stage Type — Form, Interview, or Payment
- Type-specific fields (form type, payment amount, etc.)
- Settings: Required Stage, Auto Advance, Allow View Submission
- Click Create Stage.
The stage list inside the template supports the same actions as on a campaign — drag to reorder, click to edit, click the trash icon to delete. See Design a Workflow for the full field reference.
Form stages in a template behave like form stages in a campaign — you can build the form, mark a Quiz, and configure correct answers. When the template is later applied to a campaign, the form is copied into the new campaign's stage. Edits to that stage's form afterward don't change the template.
Use a template in a campaign
Templates show up in two places when creating a new campaign:
- The Workflow picker on the Create Campaign drawer, under Workflow Templates. Pick one to copy its stages into the new campaign as the starting workflow.
- The Workflow dropdown on a draft campaign's Workflow tab, if the campaign was created blank — depending on which UI is current in your version.
The copy is one-way: the campaign gets its own copy of the stages, and editing those stages doesn't affect the template. To update the template itself, edit it from Settings → Templates.
See Create and Publish a Campaign → Choosing a workflow for the picker in context.
Edit or delete a template
On the Templates section:
- Edit a template's stages — click the template row to expand the inline builder. Use + Add Stage, click an existing stage to edit it, or use its trash icon to remove a stage.
- Edit a template's name or description — currently you'd need to delete and recreate. The list view doesn't expose an inline rename for templates.
- Delete a template — click the trash icon on the template row. A confirmation dialog asks you to confirm.
Deleting a template does not affect campaigns that previously used it — those campaigns have their own copies of the stages. Only the template itself is removed, freeing up a slot.
Template slot limit
Each organization has a fixed number of template slots, shown above the template list as "X of Y templates used". When the limit is reached, + New Template opens a Template Limit Reached dialog instead of the create dialog.
To free up space, delete a template you no longer use. To raise the limit, ask the BrightStep team — slot allocation is managed at the organization level.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| Settings page redirects you to Overview | You're not an Admin | Ask an Admin to do the work in Settings, or to upgrade your role |
| + New Template opens a "Template Limit Reached" dialog | Your organization has used all template slots | Delete an unused template, or ask the BrightStep team to add slots |
| Toast: "You have reached your template limit" | Same as above | Same fix |
| Templates I create don't appear in the Workflow picker on Create Campaign | The template was created with zero stages | Expand the template and add at least one stage before using it |
| The Templates section in Settings is blank or empty | Loading failed, or no templates exist yet | Refresh. If still empty, click Create First Template to make one |
| Can't rename a template | Renaming an existing template isn't exposed in the UI | Delete the template and create a new one with the desired name. Campaigns that already used the old template are unaffected |