Create and manage custom export templates

Custom export templates allow you to create and save data templates for data exports. These templates will appear in the export menus for fast one-click exports with your saved layout. In this article, you’ll learn how to create, update, and export using custom templates, and how to manage both your own templates and the system templates included with your account.

Who can use this feature
	All plans
	All users
	All regions

What are custom export templates?

Custom export templates make it easy to download your data in the exact format you need, without having to set up the layout every time. Once you save a template, it appears in the export menu for quick one-click access.

These templates save time when exporting data and reduce mistakes because you do not need to recreate your exports every time. You can create your own custom templates or even adjust the built-in system templates that come with your account.

Export template access levels allow admins to control who can see and use templates. Admins can manage templates for the whole account, while non-admin users can only edit their personal ones.

There are also pre-built templates available only for route exports. They cannot be deleted or renamed, and are accessible to all users in the account unless disabled. While their names and availability are fixed, you can still customize their layout to fit your output needs.
 

Custom export types

There are 5 types of custom exports to choose from.

Creating an export template

There are two ways to create an export template:

• From an export window
• From the administration settings  

Creating a template from the export window

To create an export template from an export window, you can choose from the following locations: 

• Route exports
• Driver exports
• Location exports
• Vehicle exports
• Planned vs actual exports

To create a template: 

1. Go to one of the compatible export windows.
2. Choose “Use template”
3. You can either start customizing a template from the table columns or load an existing template layout by clicking “Use export template” 
4. Choose the columns and format you want to export 
5. Click “Options” to choose export format including XLS, XLSX, or CSV
6. Click “Save as new” in the “Use export template” section
7. Then to export, click “Export”

In the case where an export already has named templates, an additional menu will appear to either use the template or "Custom export" to customize a new template (or use Quick export).

Creating a template from administration settings

To create an export template from administration settings: 

1. Go to “Administration→Settings”
2. Click “Import & Export→Templates” from the left menu
3. Click “+ Add”
4. Enter the export template name 
5. Choose the export type
6. Choose the access level to determine whether the template is for your personal use or will be available for everyone on the account.
7. Choose which columns you want to start with
8. Add and edit the columns 
9. Click “Create”

Access levels include “Personal” and “Account” level. Personal templates will only be viewable and usable by you, whereas account level templates will be shared and usable across all users in the account.

Extra options for export templates

When creating an export template, you can choose export formats. 

• Export format - Allows you to choose from XLS, XLSX, or CSV formats

Route reports can also include:

• Include start and end locations - Adds start and end locations as additional stops in the export
• Include map view links - Adds Google Maps link for routes

Updating an export template layout

Updating the layout of an export template allows you to change the data exported in the file. There are two ways to update an export template layout: 

• From an export window
• From the administration settings 

Updating a template layout from the export window

To update an export template from an export window: 

1. Go to the export window for the type you want to update
2. Choose “Use template”
3. Choose the template you want to modify
4. Make the changes on the template
5. Click “Update selected” in the “Use export template” section
6. Then if you want to export, click “Export”

Updating a template layout from the administration settings

To update an export template from the administration window: 

1. Go to “Administration→Settings”
2. Click “Import & Export→Templates” from the left menu
3. Click the template you want to edit
4. Click “Edit”
5. Make your changes
6. Click “Save”

Depending on the columns selected, a route export may be exported as one row per each order ("Exporting as route orders"), or as one row per each route ("Exporting as route summary").

Managing custom export templates

Renaming export templates

To rename an export template: 

1. Go to “Administration→Settings”
2. Click “Import & Export→Templates” from the left menu
3. Find the template you want to change the name for
4. Click on the pencil icon next to the name of the template
5. Change the name
6. Click the check mark to confirm and save

You can also rename templates from the export window by clicking "Update selected."

Pre-built template names cannot be changed.

Changing ownership

The Owner of an export template determines who can access it.

• If the owner is set to “Account”, the template is shared and available to all users.

• If the owner is set to an individual user, the template becomes private and is only accessible to that user.

To change ownership:

1. Go to “Administration→Settings”
2. Click “Import & Export→Templates” from the left menu
3. Find the template you want to edit
4. In the “Owner” column of the tab, choose an owner from the dropdown list

Only an administrator can change the owner of a template.

Locking templates

You can lock a template to prevent changes from any users. This prevents standardized templates from being modified accidentally. 

To do this: 

1. Go to “Administration→Settings”
2. Click “Import & Export→Templates” from the left menu
3. Find the template you want to edit
4. In the “Locked” column of the table, click "Lock" to make it not editable by others. 

To unlock, just click the lock icon to its open position. This will allow you and other users to modify the template. 

You can also lock templates from the export window by clicking the checkbox “Lock from further edits.”

Enabling and disabling templates

Enabling or disabling an export template controls its visibility across all users. 

• Disabled templates are hidden from all users in the export menu.
• Enabled templates are visibile and follows its previously configured access settings.

To do this:

1. Go to “Administration→Settings”
2. Click “Import & Export→Templates” from the left menu
3. Find the template you want to enable or disable
4. Use the switcher to turn them on (enabled) or off (disabled)

Deleting templates

Deleting custom export templates will permanently remove them from all accounts and users. To delete custom export templates:  

1. Go to “Administration→Settings”
2. Click “Import & Export→Templates” from the left menu
3. Click the template you want to delete
4. Click “Delete” and confirm

Pre-built templates cannot be deleted.

Managing templates within an organization

For users with multiple accounts in an organization, you can manage which templates are available to which accounts. 

To do this: 

1. Go to Administration → Settings

2. In the left menu, select Import & Export → Templates

3. Click the template you want to update and a control panel will appear on the right

4. In this panel, choose which accounts should have access to the template

You can also enable “Assign to all new accounts within the organization” to automatically make the template available in any newly created accounts. Pre-built templates can also be shared across accounts in an organization, making it possible to standardize these templates for company-wide usage. 

By default the template table shows only the templates used in the current account. To manage templates from other accounts while staying in the current one, click on "Show templates from all accounts".

Managing who can create export templates

As an admin, you can choose to disable users in your account from creating export templates or using quick exports.  

To do this: 

1. Go to “Administration→Settings”
2. Click “Import & Export→Configuration” from the left menu
3. Use the check box option “Users can customize and save export templates” to enable or disable this option for users in your account

Choosing default export format

As an admin, you can choose which export format is the default for all exports

To do this: 

1. Go to “Administration→Settings”
2. Click “Import & Export→Configuration” from the left menu
3. Choose your “Default export format” from XLS, XLSX, or CSV