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Using Templates in Box Notes

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Templates enable you to quickly create a Box Note using pre-populated content. You can choose from a set of default templates, or use custom templates that you or your team has created. This is useful when you need to create a Box Note using a standard format or structure such as meeting agendas, project plans, or calendars.

 

Note

Currently, this feature is not available to free Box accounts.

 

 

Creating a Note Using Templates

You can create a new Box Note from an existing template either in a default Box Notes folder or in the folder in which you are currently active.

To create a new Box Note from a template in your default Box Notes folder:

  1. In the Box Notes side navigation, next to the New button, click the arrow.
  2. In the dropdown list that displays, click Note from Template. This creates the new note in your default Box Notes folder. Typically the label of this folder is My Box Notes.

Create new Box note from template first.png

 

To create a new Box Note from a template in the folder in which you are currently active:

  1. In the Box Web App, on the Files page, click New.
  2. In the dropdown list that displays, click Box Note from Template. This creates the new note in your currently active folder.


Create new Box note from template.png

Default Templates To use one of the default templates provided by Box:
  1. Select a template under the Default tab.
  2. Click Create. This creates a new note that uses template you selected.

To use a custom template that you have created or in which you are a collaborator:
  • Open the Custom tab.
    • Any custom templates accessible to you display in this list.
    • Select a template from the list and click Create. A new note is created using the selected template.

 

Note

If you cannot find a template that you believe you should have access to, verify that you are a collaborator in the template itself or in the folder in which the template is located.

Alternatively, you can open the template that you want to use (just as with any Box Note), then, in the top right, click Use this Template.

A new Box Note is created using the template you have opened.

To use a custom template to which you have received a shared link: Templates sent via shared link do not display in the Custom tab of the Template Picker. You must click the shared link you were sent to open the template (just as with any Box Note). Then, in the top right, click Use this Template. A new Box Note is created using the template you have opened.

 

Creating a Custom Template

To create a custom template:
  • Create a new Box Note.
  • Fill this new note with the contents of your template.
  • Once you are satisfied with your template, open the More Options (...) menu in the upper right corner and select Set this as a Template. This note is now a template.

 

Notes:
  • After you have set a Box Note as a template, that Box Note file is the template file. If you delete this file, no one can use the template. You may want to move the newly-created template into a specific Templates folder, to keep track of where your templates are stored.
  • If you would like others in your organization to use this template, verify that they are collaborators (with any access level) in the template itself, or in the folder in which the template is stored. You can also send coworkers a shared link to the template. This enables them to use the template.  However, templates sent to coworkers via shared link do not display in their Custom Templates list.

 

Sharing a Custom Template

There are a few different ways that you can share a template with a coworker:
  1. Add Collaborators to the Folder Containing the Template
    • The best way to ensure a coworker has access to a template is to add that coworker as a collaborator in the folder containing the template. Collaborators (with any access level) in the folder containing a template can select the template from the Custom tab when creating a Box Note from a template.
  2. Collaborators with the Viewer Uploader, Editor, Co-Owner, or Owner access level also can edit and disable the template.
    • This method of sharing a template is useful if you want someone to have access to a template in the Custom tab, without giving them permission to edit the template. By inviting them into the folder, you have the most granular control over what permissions they have in relation to the template.
  3. Invite to Edit the Template Directly
    • To display a template in someone's Custom tab when creating a Box Note from a template -- and if you are satisfied with giving that person permission to edit the template -- you can add them as an Editor to the template itself (just as with any Box Note). To add someone as an Editor in the Template:
      • In the upper-right corner, click Share.
      • Select Invite people to edit.
      • Enter the people you want to add as Editors. Note that they can edit and disable the template. If you do not want to assign these permissions to them, we recommend you add them as collaborators to the folder containing the template.  In that way you have more granular control over their permissions.
    • Once someone has been added as an Editor in a Template, the template displays in their Custom tab when creating a Box Note from a template.
  4. Send the Template via Shared Link
    • The simplest way to share a template with someone is to send them a shared link to that template. However, templates sent via shared link do not display in the Custom tab of the Template Picker. To use the template, people must click the shared link to open the template, and then, in the top right, click Use this Template. To send a template via shared link:
      1. In the upper-right corner, click Share.
      2. Click Get Link.
      3. Choose who can access this link. You can choose between People in your company, People in this folder, and People with the link.
      4. Choose what permission level to assign to people who follow the shared link.  Click Can View if you give people with the link access to use the template but not edit or disable it.  Click Can Edit to people with the link permission also to edit and disable the template.
      5. When you are ready,  copy the link provided and send it to whomever you want.

 

Editing a Custom Template

The creator of a template and collaborators with the Viewer Uploader, Editor, Co-Owner, or Owner access level can edit existing templates. To edit a Template:

  1. Open the template you wish to edit.
  2. Open the the More Options (...) menu and click Edit this Template.

You can now edit the template just as with any Box Note. Your changes are saved automatically.

 

Disabling Specific Templates

The creator of a template and collaborators with the Viewer Uploader, Editor, Co-Owner, or Owner access level can disable existing templates. To disable a template:

  1. Open the template you wish to disable
  2. Open the the More Options (...) menu and click Disable this Template.

The template is converted back to a regular Box Note.

Alternatively, you can delete the template altogether. However, this means you must recreate the template from scratch should you wish to use it again in the future.

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