Create and manage custom export templates

Custom export templates allow you to create and save data templates for route 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 route 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.

Pre-built templates on the other hand, are those that are available by default in the account. These templates cannot be deleted or renamed, and are always available to everyone in the account unless you decide to disable them. However, you can update the layout of these templates to meet your output needs.

Creating an export template

There are two ways to create an export template:

• From the export window
• From the administration settings  

Creating a template from the export window

To create an export template from the export window: 

1. Go to “Plan and Optimize”
2. Click “Share Routes”
3. Click “Excel Exports”
4. Click “Custom export”
5. Choose “Use template”
6. You can either start customizing a template from the table columns or load an existing template layout by clicking “Use export template”
7. Choose the columns and format you want to export
8. Click “Save as new” in the “Use export template” section
9. Then if you want to export, click “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 access level to determine whether the template is for your personal use or will be available for everyone on the account.
6. Choose which columns you want to start with
7. Add and edit the columns
8. 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 add some extra information to these exports including: 

• 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 the export window
• From the administration settings 

Updating a template layout from the export window

To update an export template from the export window: 

1. Go to “Plan and Optimize”
2. Click “Share Routes”
3. Click “Excel Exports”
4. Click “Custom export”
5. Choose “Use template”
6. Choose the template you want to modify
7. Make the changes on the template
8. Click “Update selected” in the “Use export template” section
9. Then if you want to export, click “Export routes”

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 tells you who has access to the template. By changing the owner to "Account", for example, a template is made available to all users. Whereas assigning the owner as a single person, turns the template into a personal template only available to that user. 

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 “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 and disabling export templates will temporarily change the visibility of the templates from all accounts and users. Disabling will hide them from all accounts and users in the export menu, while enabling them will restore their access settings to the previously configured set up.

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. Click “Import & Export→Templates” from the left menu
3. Click the template you want to change access for and a control panel will appear to the right of the table
4. In this panel, you can choose which accounts in your organization you want this export to be visible and usable in.
5. If you want to, you can mark a template with “Assign to all new accounts within the organization”. This option will make sure the template is automatically included in all new accounts created in the organization. 

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