Template Builder

A standout feature of OWL Admin is its robust template builder, which empowers administrators to create 
custom user interfaces (UIs), forms, and input screens effortlessly. Leveraging a global attribute database 
containing thousands of pre-defined fields, administrators can build tailored templates that align with 
organizational standards and workflows. The template builder supports a variety of input elements, 
including custom lists with options for single-select, multi-select, checkboxes, and radio buttons. This 
versatility allows administrators to capture specific data points relevant to different types of cases or 
processes efficiently. 

In OWL, the Template Builder is a feature that allows users to add additional fields to a case, subject, or 
any record type as they need them. All these fields are user-defined and can be created by the 
administrators of the organization. 

The Template Builder is accessible based on user roles and permissions.

• Super Admin, Admin, and Admin User can create, edit, activate, deactivate, and manage record templates.
• Admin Team User and Supervisor have view-only access to templates created for their assigned department. They can view template details but cannot create, modify, or delete templates.

Organizations often require different information to be captured depending on the investigation, department, or business process. Static forms cannot accommodate these varying requirements, resulting in inconsistent data collection and inefficient workflows.

The Template Builder solves this by allowing organizations to build configurable templates that standardize data collection while remaining flexible enough to support different operational needs.

This helps organization in:

• Capture policyholder, claim, vehicle, and property information consistently.
• Configure incident, suspect, witness, and victim templates.

How it Interacts with Other Features / Modules:

Case Management - Templates define the structure of Case records.

Subject Management - Capture standardized subject information

Forms - Custom forms use templates to define their layout, sections, and input fields, enabling organizations to create standardized data collection forms for different business processes.

Tips and Leads - Templates provide predefined fields for capturing and managing tips and leads, ensuring investigators collect consistent and complete information.

Link Analysis - Selected fields can participate in relationship analysis.

Auto Deconfliction - Configured fields can be used for automated record matching.

Export - Selected fields can be included in exported data.

Note type Management - Templates can be associated with note types, allowing investigators to capture structured and standardized information when creating notes.

How to Create / Configure

Steps to Access Template Builder Settings: 
1. Click Administration. 
2. Click Case Management. 
3. Click Template Builder. 
4. This will open the Template Manager page.

Add Template

The Template Builder allows administrators to create customized templates for various record types, enabling standardized data collection across the organization.

Steps to Add Templates:

1. Click the Add Template button located in the Template Manager section to begin creating a new template.

2. This will redirect the User to the Template Builder page.
3. From the Template Builder page, select the Record Type for which you are adding this template.
4. Once you select the case, you will see the Section Name field pop up.
5. A Template cannot be created without sections, and each section can be defined by a name, and they can have a specific number of fields separated from other fields within the template 

6. Click the Add Section button to insert a new section into the template. By default, the section will be added in a single-column layout. You can configure each section to include up to four columns, allowing for the flexible arrangement of fields within the section.
   If required, enable Allow Duplicate Section.

   When enabled, users can add multiple instances of the same section while creating or editing a record. This is useful when the same type of information needs to be captured multiple times within a single case.

7. To rename a section, click the Edit button next to the section name.
8. Each section column includes an option to add Subsections. Clicking this will create a new subsection within the selected column. You can add as many subsections as needed to organize your template effectively.
9. To insert an additional section, click the + Add New Section button. This will add a new section beneath the existing one.
10. On the left-hand side, you'll find the All-Attributes menu. This menu includes:
11. Expand the Open Global Fields category to view all available fields. Simply drag and drop the desired fields into the appropriate section columns.
    Global Fields predefined by the OWL system
12. To locate a specific attribute, use the Attribute Search Box. Enter the attribute name, and the system will retrieve matching fields from all available categories 
    
13. To locate a specific attribute, use the Attribute Search Box. Enter the attribute name, and the system will retrieve matching fields from all available categories 
    
14. Organization Custom Fields created by organization users and administrators
    
15. Expand the Organization Custom Fields section in the All Attributes panel to view all available custom field types. These fields allow administrators to design templates that capture organization-specific information. Simply drag and drop the required field type into the desired section of the template, then configure its properties as needed.
16. Drag and drop the desired fields into the section columns and arrange them according to your layout preferences.
17. Click the three-dot menu next to any field within the template. This menu provides five options:
    • Mark as Mandatory/Not Mandatory – Configure whether the field is required. When marked as mandatory, users must provide a value before they can save the record.
    • Delete the Control – Removes the selected field from the template layout. This action only removes the field from the current template and does not delete the attribute from the system.
    • Consider for Link Analysis – Enables the field for Link Analysis. When this option is selected, values stored in this field can be used during Link Analysis searches for records created using this template.
    • Consider for Auto deconfliction – Includes the field in the Auto Deconfliction process. If matching values are found in records configured for deconfliction, the system identifies the potential match and notifies the user.
    • Consider for Export – Makes the field available for data export. When records created with this template are exported using Export or Bulk Export with Custom Templates, the selected field can be included in the exported file.
    • Consider for Custom Display Fields - Makes the field available as a custom display field. When this template is associated with a record type, the selected field can be configured to appear in the Case Dossier or Subject Dossier under Custom Display Fields, providing quick access to important information.

• Expand the Organization Custom Fields section in the All Attributes panel to view all available custom field types. These fields allow administrators to design templates that capture organization-specific information. Simply drag and drop the required field type into the desired section of the template, then configure its properties as needed.
  Available custom fields:
  -> Text
  Use for capturing short text values such as names, IDs, reference numbers, or job titles.
  
  -> Date
  Use when users need to enter a calendar date, such as Date of Birth, Incident Date, Created On, or Expiry Date
  -> Select 
  Use when users should choose only one value from a predefined list, such as Gender, Priority, or Case Status
  
  -> Multi Select
  Use when multiple options can be selected, such as Languages Known, Evidence Types, or Applicable Categories.
  
  -> Radio 
  Use when only one option must be selected and all options should remain visible on the form, such as Yes/No or Approval Status
  
  -> Check box
  Use when users need to select one or more options from a small list, such as Required Documents or Applicable Conditions.
  
  -> Image:
  Use for uploading photographs, profile images, evidence images, signatures, or other visual files.
  
  -> File-upload
  Use for attaching supporting documents such as PDFs, Word documents, spreadsheets, or other files.
  
  -> Email:
  Use for collecting valid email addresses for individuals or organizations
  
  -> Multi-line:
  Use for entering long descriptions, observations, investigation notes, or detailed comments.
  
  -> Phone:
  allows the users to add phone number details
  
  -> Date and Time:
  Use when both the date and time are required, such as Incident Time, Appointment Schedule, or Record Creation Timestamp.
  
  -> Time:
  Use when only the time needs to be captured, such as Meeting Time or Call Time.
  
  -> Amount:
  Use for capturing monetary values such as claim amounts, fines, reimbursements, or transaction values.
  
  -> Rich text editor 
  Use when formatted content is required, such as detailed reports, narratives, instructions, or notes that include headings, lists, or text formatting.
  

18. Create Custom Fields
In addition to the predefined field types, administrators can create reusable custom attributes that can be used across multiple templates.
Steps to Create a Custom Field

-->Expand the Organization Custom Fields section.

-->Click Add Custom.

-->In the Add Custom Attribute pop-up, enter the following details:

• Attribute Label – The display name of the custom field.
• Attribute Type – Select the appropriate field type (e.g., Text, Date, Select, Multi Select, Checkbox, etc.).

-->Click Save.


19. Once the custom attribute is saved, it will appear under the Organization Custom Fields list. Administrators can then drag and drop the custom attribute into any section of a template and configure its properties as required.

20. To include an auto-increment field, expand the Autoincrement Field menu and drag the desired field into the column section of your template.

21. There is no requirement to include every field type. Templates can be created with just one field or even hundreds. Custom and auto-increment fields are optional and can be added or removed based on your specific needs.

22. Once all fields are added, click the Save button to initiate the template-saving process. Before saving, you can preview how the template will appear within a Case or other record type.

23. After clicking Save, a pop-up window will appear prompting you to enter template details.

24. Provide the Template Name, optionally assign it to a Template Type group, and select the departments where this template should be available.

31. Click Update to finalize and save the template.
32. Once saved, the template will be visible in the Template Manager page for future use and editing.

Template Type

Templates can be created for nearly all record types in the OWL platform, and each record type may have multiple associated templates. As a result, selecting the correct template based solely on the record type can be challenging.

To simplify this process, administrators can assign a Template Type to each template, aligned with its respective record type. This classification allows users to easily identify and select the appropriate template during record creation, improving efficiency and reducing errors.

Steps to add template type:

1. Navigate to Case Management and select Template Manager.
2. Click on the Template Type tab.
3. The screen will display all existing template types created for each record type.
4. Click the Add button to begin creating a new template type.
5. Two fields will appear above the template type table:
   • Template Type Name
   • Record Type (selectable from a dropdown)
6. Enter the desired template type name and choose the appropriate record type from the dropdown.

7. Click the Save button.
8. If the template type does not already exist under the selected record type, it will be created.
9. Once saved, the new template type will appear in the Type Table for future use.

Auto Increment Fields

Templates can include auto-generated fields designed to produce a unique, predefined code each time a new record is created using that template. These fields automatically increment with every new entry, ensuring consistent and sequential identification across records.

This functionality supports streamlined record tracking, enhances data integrity, and simplifies reference management within the OWL platform.

Steps to create an Auto Increment Field:

1. Navigate to Case Management and select Template Manager.
2. Click on the Auto Incremental Fields# tab.
3. The screen will display all existing auto-increment fields by default.
4. Click the Add New button to create a new auto-increment field.
5. A form will appear with the required fields for configuration:
   • Display Name: The label that will appear on the template.
   • Prefix: A predefined prefix for the auto-generated value.
   • Start Number: The initial value from which the numbering begins.
   • Increment: The value by which the number increases each time a new record is created using the template.
6. After entering all required details, click Save to create the auto-increment field.
7. The Display Name must be unique to ensure proper identification and avoid duplication.
8. Once saved, the new field will appear in the Auto-Increment Fields list.

9. You can edit or delete the field using the Action Menu next to each entry.
10. Deletion is restricted for fields that are already in use or linked to an existing template.
11. If an auto-increment field is associated with a template, the corresponding template name will be displayed on the screen for reference.

Edit & Delete Template

Steps to View-Edit Template:

1. Navigate to Case Management and select Template Manager.
2. The Template Manager is the page where you can see all the templates that have been created under the organization. The page shows the basic information like – Template name, Record Type, Template Type, Created On/By, Department, and Status.

3. Clicking on the Template Name will redirect the user to the template builder page.
4. This will show all the existing template fields on the screen. You can edit, add, or remove attributes inside the template.
5. Once the editing is completed, click on the Update Template button.

6. A pop-up will open to show the template name, department, and type fields. Here you can change the template name, select/unselect departments, and types.
7. Click on Update on the pop-up to save the template with the new changes.

8.  Instead of updating the template name, department, and type from the template builder directly from the template manager, you can update these details.
9. Click on the Edit option on the action menu of a template. It will show all these fields in editable mode on the screen. Update the details as required and click on the Save button.
10. Once the template is ready to use, enable the template status from Disabled to Active in the status column in edit mode.
11. Now this template will be available inside the select template manager pop-up for the department selected. 

12. A template that is not in use can be deleted permanently from the template manager using the action menu for Delete template option.

13. Templates inside the template manager can be searched using the filter available. 

Filter:

• Module: This is nothing but the record type of the template. Based on the record type, templates can be searched.
• Template Name: Search for a template by Name.
• Template Types: Search templates for the category template type.
• Department/Teams: Search for templates based on the departments they are associated with.
• Status: Templates can also be searched for by their status, where they are active or in draft.