Managing and Editing Templates

How to copy, edit, and delete templates

Last updated 4 months ago

Effective template management keeps your workflow organized and efficient. This guide explains how to copy, edit, and delete templates in Whisperit.

Template Management Overview

Each template in your library includes action buttons that let you manage it. Understanding these actions helps you maintain an organized template collection tailored to your needs.

Available actions:

  • Copy: Duplicate templates to create variations

  • Edit: Modify template structure and content

  • Delete: Remove templates you no longer need

  • Preview: View template structure without editing

  • Use: Create new documents from templates

Copying Templates

Why copy templates?

Copying creates duplicate templates you can customize without affecting the original. This is useful when:

  • Creating variations for different practice areas

  • Testing template modifications

  • Building related templates with similar structures

  • Maintaining backup versions before making changes

  • Developing specialized versions of standard templates

How to copy a template:

  1. Navigate to Templates in the left sidebar

  2. Locate the template you want to duplicate

  3. Click the blue Copy icon on the template card

  4. A duplicate template is created instantly

  5. The copied template appears in your library with the same name

  6. Edit the copied template to customize it

Best practices for copying:

Rename immediately After copying, rename the duplicate to distinguish it from the original. Use descriptive names like:

  • "Meeting Report - Litigation" (original)

  • "Meeting Report - Transactional" (copy)

Modify systematically Make changes to the copied template methodically to avoid confusion. Document what differs from the original.

Maintain originals Keep your original templates as master versions. Create copies for experimentation or customization.

Editing Templates

When to edit templates:

Edit templates when you need to:

  • Update structure or sections

  • Add or remove fields

  • Change formatting

  • Improve workflow efficiency

  • Adapt templates to new requirements

  • Fix errors or typos

  • Refine based on usage experience

How to edit a template:

  1. Go to Templates from the left sidebar

  2. Find the template to modify

  3. Click the pencil Edit icon on the template card

  4. The template opens in edit mode

  5. Make your changes to:

    • Template name

    • Template description

    • Content structure

    • Fields and sections

    • Formatting

  6. Save your changes

Editing considerations:

Test before widespread use After editing a template, test it with sample content to ensure it works as expected.

Document changes If templates are used by multiple team members, communicate significant changes to your colleagues.

Consider copying first For major revisions, copy the template first. This preserves the original in case you need to revert changes.

Make incremental improvements Rather than overhauling templates completely, make small refinements based on actual usage patterns.

Deleting Templates

When to delete templates:

Remove templates that:

  • Are no longer relevant to your practice

  • Have been replaced by better versions

  • Were created for specific matters that concluded

  • Create clutter in your template library

  • Contain outdated information or structures

  • Are duplicates you no longer need

How to delete a template:

  1. Navigate to your Templates page

  2. Locate the template to remove

  3. Click the red Delete icon on the template card

  4. Confirm the deletion if prompted

  5. The template is permanently removed

Important deletion warnings:

Deletion is permanent Once deleted, templates cannot be recovered. Ensure you truly want to remove the template before confirming.

Consider copying instead If uncertain, copy the template first and store it with a name like "Archive - [Template Name]" before deleting the original.

Check usage first If other team members might use the template, verify it's safe to delete before removing it.

Previewing Templates

Using the preview function:

The Preview feature lets you examine template structure without opening it for editing or creating a new document:

  1. Click the eye Preview icon on any template card

  2. Review the template's sections and structure

  3. Close the preview when done

  4. No changes are made to the template

Preview use cases:

  • Deciding which template to use

  • Reviewing template structure before copying

  • Checking if a template meets your needs

  • Comparing multiple templates

  • Understanding template layout before creation

Organizing Your Template Library

Naming conventions

Use consistent naming to keep templates organized:

Format: [Type] - [Purpose] - [Variant] Examples:

  • "Email - Client Update - Litigation"

  • "Report - Meeting Notes - Standard"

  • "Notes - Research - Quick"

This structure makes templates easy to find and understand at a glance.

Regular maintenance

Schedule periodic template reviews:

Monthly: Check recently used templates for needed improvements Quarterly: Review entire library for outdated or unused templates Annually: Comprehensive cleanup and reorganization

Template versions

When making significant changes, consider version numbering:

  • "Contract Review Template v1"

  • "Contract Review Template v2"

This helps track template evolution and maintains history.

Common Template Management Workflows

Creating template variations:

  1. Identify the base template

  2. Copy the template

  3. Rename the copy descriptively

  4. Edit to create the variation

  5. Test with sample content

  6. Save and use

Refining based on feedback:

  1. Use template in real work

  2. Note areas for improvement

  3. Collect team feedback

  4. Edit template with improvements

  5. Test changes

  6. Communicate updates to team

Spring cleaning workflow:

  1. List all templates

  2. Mark templates by usage frequency

  3. Copy important but rarely used templates with "Archive" prefix

  4. Delete unused templates

  5. Rename remaining templates for clarity

  6. Test key templates

Best Practices for Template Management

Document your templates Maintain notes about when and why to use each template. This helps onboard new team members.

Create template guidelines Develop simple guidelines for:

  • When to create new templates vs. using existing ones

  • Naming conventions

  • How to request template changes

  • Template approval processes for firm-wide use

Back up important templates For critical templates, periodically copy them with date stamps for backup purposes.

Collaborate on templates Share useful templates with colleagues and gather feedback to improve templates across your practice.

Test after editing Always test edited templates with sample content before using them for important work.

Troubleshooting

If you accidentally delete a template Template deletion is permanent. You'll need to recreate it. Consider creating it from scratch or using the AI generation feature.

If a template doesn't work after editing Review your changes systematically. If needed, copy a working template and rebuild your modifications carefully.

If you have too many similar templates Consolidate similar templates. Create one flexible template instead of multiple nearly identical ones.