Org Level Templates

Audience: Organization administrators and superadmins Access: Admin Panel → Organizations → Templates

Overview

As an organization administrator, you manage report templates that are available to all users in your organization. Organization templates provide standardized reporting formats that ensure consistency across your department or institution.

What You Can Do:

Create and edit templates for your organization
Import templates in bulk from CSV files
Set default templates for specific study types
Share templates with child organizations
Subscribe to templates from parent organizations
Export templates for backup or transfer

Template Management

Viewing Templates

Access the templates page in the admin panel to view all templates available to your organization.

What You'll See:

Templates created by your organization
Templates shared from parent organizations (if subscribed)
System templates (if enabled in organization settings)

Templates are automatically sorted by study name for easy browsing.

Creating a New Template

To create a template, you'll need to provide:

Required Information:

Study Type - Select which study type this template applies to
Template Name - A descriptive name for the template
Template Content - The full text of the report template

Note: Organization templates don't support invocation phrases (those are for personal templates only). Default status is set separately after creation.

Template Content Requirements:

All templates must include these required headers:

EXAM:
CLINICAL HISTORY:
COMPARISON:

For Nuclear Medicine (NM) studies, also include:

RADIOPHARMACEUTICAL:

Example Request:

Create template request (example)

{
  "study_id": 42,
  "name": "Standard CT Chest Template",
  "data": "EXAM: CT Chest with contrast\n\nCLINICAL HISTORY:\n\nCOMPARISON:\n\nFINDINGS:\n\nIMPRESSION:"
}

Validation:

Study must exist and be accessible to your organization
Template name must be unique within your organization for that study type
Template content is validated against required headers

Updating a Template

You can modify existing templates to update:

Template content
Template name
Associated study type

Important Notes:

You can only update templates owned by your organization or shared templates where you have edit permissions
Changing the study type will clear any default template setting
Template content is revalidated when you update it

Deleting a Template

When you delete a template:

It will be unlinked from all reports currently using it
This action cannot be undone
You can only delete templates you have permission to modify

Best Practice: Export templates before deleting them, in case you need to restore them later.

Batch Delete Templates

You can delete multiple templates at once by selecting them and using the batch delete action. Only templates where you have delete permissions will be removed.

Setting Default Templates

Set as Default

You can designate a template as the default for its study type. When users create a new report for that study type, the default template will be automatically applied.

Requirements:

Template must be owned by your organization (not a personal or subscribed template)
Only one default template per study type per organization
Setting a new default automatically replaces the previous default

Use Case: Standardize reporting across your organization by defining preferred templates for common study types like "CT Chest", "MRI Brain", etc.

Remove Default Status

To stop a template from being automatically applied, remove its default status. After removal, users will need to manually select a template for that study type.

Importing Templates

Import from CSV File

You can import multiple templates at once using a CSV file. This is useful for bulk uploads, migrating from another system, or restoring from backups.

File Requirements:

Format: CSV
Encoding: UTF-8
Required columns: study_name, template_name, data

How It Works:

Update Mode: If a template already exists for the same study in your organization, it will be updated
Create Mode: If no matching template exists, a new one is created
Validation: Each template is validated for required headers before import

Response Format:

Import response (example)

{
  "records_created": [
    {
      "record_num": 1,
      "status": "CREATED_RECORD",
      "study": "CT Chest",
      "name": "Standard CT Chest"
    }
  ],
  "records_updated": [
    {
      "record_num": 2,
      "status": "UPDATED_RECORD",
      "study": "MRI Brain",
      "name": "MRI Brain Protocol"
    }
  ],
  "records_failed": [
    {
      "record_num": 3,
      "status": "INVALID_TEMPLATE_CONTENT",
      "info": "The template is missing 1 required header(s): EXAM",
      "study": "CT Abdomen"
    }
  ]
}

Common Import Errors:

Error

Cause

Solution

STUDY_NAME_COLUMN_OR_VALUE_NOT_FOUND

Missing study name

Ensure study_name column exists and has values

STUDY_NAME_NOT_FOUND

Study doesn't exist

Check study name spelling or create the study first

INVALID_TEMPLATE_CONTENT

Missing required headers

Add required headers to template content

Tips for Successful Imports:

Export existing templates first to see the correct CSV format
Study names must match exactly (case-sensitive)
Test with a small file before importing hundreds of templates
Make sure all studies referenced in the CSV exist in your organization
Keep a backup of your CSV file in case you need to re-import

Exporting Templates

Export All Templates

Export all of your organization's templates to a CSV file. The export includes all templates owned by your organization (not subscribed templates).

What's Included:

Template content
Associated study name
Template name

Common Use Cases:

Backup: Create regular backups for disaster recovery
Migration: Transfer templates to another organization
Bulk Editing: Edit many templates in Excel/Sheets, then re-import
Documentation: Review all templates in one place
Sharing: Provide templates to external organizations

Note: The file uses UTF-8 encoding to preserve special characters.

Using the Resource Catalog

The resource catalog system lets you share templates with other organizations in your hierarchy. This is useful for parent organizations distributing standardized templates to departments or facilities.

You can share templates you own with child organizations in your organizational hierarchy.

Share Modes:

Choose the access level you want to grant:

Read-Only - Recipients can view and use the template but cannot edit it
- Best for: Enforcing standardized templates across departments
Read-Write - Recipients can view, use, and edit the template
- Best for: Providing starting templates that departments can customize

Cascade Modes:

Control how sharing propagates through your organization hierarchy:

None - Share only with the specified organization
All Descendants - Share with the organization and all its children/grandchildren
Direct Children - Share with the organization's immediate children only

Permission Requirements:

You must be an admin of the organization that owns the template
The recipient organization must be a child/descendant in your hierarchy

You can share multiple templates with multiple organizations in a single operation. This is much faster than sharing templates one at a time.

Requirements:

All templates must belong to the same owner organization (your org)
You must have permission to share all specified templates
All recipients must be in your organizational hierarchy

For any template you own, you can see which organizations it's currently shared with. This helps you audit access and understand template distribution across your organization hierarchy.

To revoke access to a template, unshare it from the recipient organization.

Important: Organizations that have subscribed to this template will immediately lose access to it.

Batch Unshare

You can revoke access to multiple templates from multiple organizations in a single operation.

Subscribing to Templates

If a parent organization has shared templates with your organization, you need to subscribe to them before your users can access them.

View Available Templates

Browse the catalog to see all templates that have been shared with your organization.

Information Displayed:

Template name
Owner organization
Access level (read-only or read-write)
Whether you're currently subscribed

Subscribing activates a shared template for your organization.

What Happens:

The template appears in your organization's template list
All users in your organization can now access and use this template
The template is marked with the owner organization's name

You can subscribe to multiple templates at once instead of subscribing to them one at a time.

Unsubscribe from a Template

If you no longer need a shared template, you can unsubscribe from it. The template will be removed from your organization's template list.

Note: This doesn't delete the template—it only removes your organization's access to it. You can re-subscribe at any time if the parent organization still shares it with you.

Batch Unsubscribe

Unsubscribe from multiple templates in one operation.

Understanding Template Permissions

Your ability to manage templates depends on how your organization acquired them.

Template Types

Templates You Own

Created by your organization
Full control: view, edit, delete, share with others
Can be set as organization defaults

Subscribed Templates (Read-Only)

Shared by a parent organization with read-only access
Can view and use in reports
Cannot edit, delete, or share
Cannot be set as organization defaults

Subscribed Templates (Read-Write)

Shared by a parent organization with read-write access
Can view, use, and edit
Cannot delete or share with others
Cannot be set as organization defaults

System Templates

Built-in templates (if enabled by superadmin)
Can view and use in reports
Cannot edit, delete, or share

Permission Matrix

Action

Owned

Subscribed (RO)

Subscribed (RW)

System

View

✅

Use in reports

✅

Edit

✅

❌

✅

❌

Delete

✅

❌

Share with child orgs

✅

❌

Set as org default

✅

❌

Organization Settings

Enable User Templates

Setting: ENABLE_USER_TEMPLATES

Controls whether users in your organization can create personal templates in addition to organization templates.

Enabled: Users see both org templates and their personal templates
Disabled: Users can only access org-level templates

Enable System Templates

Setting: ENABLE_SYSTEM_TEMPLATES

Controls whether built-in system templates are available to your organization.

Enabled: System templates appear in the template list
Disabled: Only org templates and subscribed templates are shown

Best Practices for Administrators

Organizing Templates

Use Descriptive Names

✅ Good: "CT Chest with Contrast - Standard Protocol"
❌ Poor: "Template 1" or "New Template"

Create Separate Templates for Variations Create distinct templates for different protocols:

CT Chest without contrast
CT Chest with contrast
CT Chest high-resolution

Set Defaults Strategically Only designate defaults for your most frequently used study types. Too many defaults can be confusing.

Default to Read-Only Share templates as read-only unless child organizations specifically need to customize them. This maintains consistency.

Use Cascade Modes Wisely

Use "All Descendants" to distribute standard protocols across your entire organization
Use "Direct Children" when you want more control over distribution
Use "None" for templates intended for specific departments only

Review Sharing Regularly Periodically audit which templates are shared and with whom. Remove access when it's no longer needed.

Backup and Maintenance

Export Regularly

Create monthly backups of all templates
Export before making major changes
Keep dated backups in case you need to restore older versions

Test Imports First Before importing hundreds of templates, test with a small CSV file to catch formatting issues.

Keep Templates Current

Update templates when protocols change
Remove outdated or unused templates
Consolidate duplicate templates

Troubleshooting

Template Won't Save — INVALID_TEMPLATE_CONTENT

Solution: Ensure all required headers are present:

EXAM:
CLINICAL HISTORY:
COMPARISON:

Can't Edit Template — NO_WRITE_PERMISSION

Cause: You're trying to edit a subscribed template with read-only access.

Solution:

Contact the parent organization to request read-write access, or
Create your own copy of the template by creating a new template with the same content

Import Fails Completely — NO_DATA_IN_FILE

Cause: CSV file is empty or not properly formatted

Step 1Check file encoding is UTF-8Step 2Ensure CSV has headers: study_name, template_name, dataStep 3Verify file contains data rows

Study Not Found During Import — STUDY_NAME_NOT_FOUND

Step 1Check study name spelling (case-sensitive)Step 2Verify study exists in your organizationStep 3Ensure study is active (not deleted)

Can't Set as Default — CANNOT_SET_USER_TEMPLATE_AS_ORG_DEFAULT

Cause: Attempting to set a personal user template as an organization default

Solution: Only organization-owned templates can be set as defaults

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