GetSign improves new document template editing UI for better workflow automation on monday.com

Teams often rely on standardized documents for various processes, from client proposals to internal reports. Jetpack Apps helps you create and manage these documents seamlessly within monday.com, often using templates to ensure consistency and efficiency.

Previously, it could be unclear whether an edit would change the master template for everyone or just the specific document you were working on. This lack of clarity could lead to unintended global changes, where a specific adjustment to one document accidentally modified all documents using that template. Conversely, users might make an individual change hoping it would update the template universally, leading to inconsistent documents and potential rework.

More clarity on template editing on GetSign

GetSign now provides clear, informative warnings when you edit documents generated from templates. This new user interface (UI) ensures you understand the scope of your changes before you commit them. You’ll instantly know if your edit will update the master template for all items or apply only to the specific item you’re working with, helping you avoid errors and maintain document integrity.

How to Navigate the New Template Editing Experience

The new warning system clarifies the impact of your edits based on where you initiate the change.

Scenario 1: Editing a template globally (from the gallery level)

This method is for when you want to update the master template, affecting all existing and future items generated from it.

1. 1.  Navigate to your Jetpack App’s document Gallery or Template Library section within monday.com. This is where your shared templates are stored.
2. 2.  Locate the specific template you wish to modify.
3. 3.  Click on the Settings or Edit option associated with that template (often represented by a gear icon or ellipsis).
4. 4.  If you click “Edit” from this gallery level, a warning message will now appear. It will clearly state: “When editing a shared template from the gallery level, your changes will be applied to all items.”
5. 5.  Review the message. If you intend to make a global change, click Continue Editing to proceed to the editor. If not, click Cancel.

Scenario 2: Editing a document individually (from the item level)

This method is for when you want to make a unique adjustment to a single document without altering the master template.

1. 1.  Go to the specific monday.com item that contains the document you wish to edit.
2. 2.  Within the item’s view, locate the Jetpack App section where your document is displayed. This might be labeled “Share,” “Document,” or similar.
3. 3.  Click the Edit button directly on the document within the item’s context.
4. 4.  A different warning message will now appear. It will inform you: “Any changes made here will only be applicable to this specific item, rather than all items.”
5. 5.  Review this message. If you intend to make an item-specific change, click Continue Editing to proceed to the editor.

Tips, Caveats, and Best Practices

• Always read the warning: Take a moment to understand the message before clicking “Continue Editing.” It prevents costly mistakes.
• Know your editing level: Clearly distinguish between editing from the “gallery level” (global changes) and the “item level” (individual item changes).
• When in doubt, cancel: If you’re unsure about the scope of an edit, click “Cancel” and re-evaluate your intentions or consult with your team.
• Version control: For significant global template changes, consider duplicating the original template first, then editing the copy. This provides a fallback if needed.
• Team communication: Ensure your team understands these distinctions to avoid confusion and maintain consistent document management practices.

What this update means for you

With these new editing warnings in Jetpack Apps, you can now confidently manage your document templates and individual documents.

You’ll have clarity on whether your changes are global or specific to an item, eliminating guesswork and preventing unintended modifications. This empowers your team to maintain document consistency efficiently while still allowing for necessary individual customization, all with fewer errors and more streamlined workflows.