Document Templates

Document templates let an administrator publish a standard file, such as a business case form or an approval cover sheet, and put it in front of users at the point in the process where they need it. A user opens their capex request or budget, downloads the template from the Documents tab, completes it, and uploads the finished file back as an attachment. This page explains how to set templates up and how they behave. It is written for administrators.

What a document template is

A document template is a file uploaded once and reused. Weissr stores the file and hands it back to users unchanged when they download it.

📌 Note: A template is a blank file for users to work from. Weissr does not fill in request or budget data, so the file a user downloads is identical to the one that was uploaded. There are no placeholders and no merge fields.

A template itself holds only a name, a description and one file. It has no company, department, request type, language, active flag or sort order of its own. Where a template appears is decided entirely by what it is attached to.

Before you start

📌 Note: Budget templates are the exception to the rule that templates are an administrator concern. A budget owner with update rights can change which templates their own budget offers without being an administrator. Route step assignment stays with administrators.

Create a template

1. Go to Administration → Common → Document template.

2. Click Add template.

3. Enter a Name. It has to be unique across the system, and Weissr checks it while you type. Use something another administrator will recognise in a list, for example Capital appropriation request form.

4. Enter a Description if it helps colleagues understand when the template applies. This is optional and only visible in administration.

5. Click Save.

The template now appears in the list with an empty File column. It is not usable yet.

Upload the file

1. Find the template in the list.

2. Open the Action dropdown and choose Upload.

3. Choose the file and click Save.

A confirmation message shows the file name, and the File column fills in.

💡 Tip: Users see the file name, not the template name. A template called "Capital appropriation request form" whose file is doc1.docx appears to users as doc1.docx. Rename the file before uploading it.

Attach a template to an approval route step

Use this when every request reaching a given stage should get the same file.

1. Go to Administration → Capex Management → Approval → Routes.

2. Open the route and find the step in the list.

3. Open the step's Action dropdown and choose Templates.

4. Pick the template from the Select template list.

The change saves straight away. There is no Save button. To take a template off the step, click Remove on its row.

Users then see the template in the Documents tab of any request currently sitting on that step. Templates attached to the Preparation step become available as soon as a route is assigned to a request.

📌 Note: A request only ever shows the templates of the step it is on right now. When the request advances, the previous step's templates are replaced by the new step's. If a template needs to stay available across several stages, attach it to each of those steps.

👉 Approval Routes - Routes

👉 Approval Routes - Steps

Attach a template to a budget

Use this when a particular budget needs its own supporting files.

1. Open the budget.

2. Open the budget's context menu and choose the manage templates option.

3. Tick the templates you want.

Each tick saves immediately. The templates appear in that budget's Documents tab and stay there, since budgets have no workflow steps.

Duplicating a budget carries its template selections across to the copy.

👉 Creating & Configuring Capital Budgets

Edit, replace or delete a template

To change the name or description, open the Action dropdown and choose Edit.

To replace the file, choose Upload again and pick the new file. It takes over everywhere the template is used, straight away.

To delete a template, choose Delete. If the template is attached to anything, the confirmation says Template is being used in Capex Request steps and/or Budgets.

⚠️ Warning: That message is a heads-up, not a block. Deletion always goes ahead. The template is detached from every route step and budget it was attached to, and its file is deleted. Files that users already uploaded are not affected and stay on their requests and budgets.

What users see

Templates surface in two places, both as plain download links sorted alphabetically by template name.

👉 Attachments and document templates

Common questions