Overview

A number of iCIMS Talent Cloud products allow users to create and save search templates, including: 

• iCIMS Connect (Legacy CRM) 
• iCIMS Applicant Tracking (ATS)
• iCIMS Offer Management 
• iCIMS Onboarding 

Each search type available in these solutions (e.g., Job search, Person search, etc.) features a Template Management popup that allows users to edit template titles and descriptions, share or unshare templates for different user groups, and delete templates from the system. 

This article contains the following sections:

• Managing Search and Output Templates
• Sharing Templates with User Groups
  • Sharing New Templates During Creation
  • Sharing Existing Templates
  • Sharing Templates for Use with Dashboard Widgets
• Deleting Templates
• Understanding Template Administration

Note: By default, user admins have template administrator permissions that allows them to view, edit, and share all templates in the iCIMS system. Users without these permissions can only manage personally-created templates or templates that have been shared with their user group. This article uses the term user admin to refer to users with template administrator permissions. However, depending on your organization’s configuration, other user groups may also have these permissions. To learn more, review the Understanding Template Administration section below. 

Managing Search and Output Templates

Each search type within the system (e.g., Job search, Person search, etc.) has a separate Template Management popup for search and output templates; search and output templates are managed individually. 

To access the saved templates for a given search type, select the appropriate search type from the menu bar (e.g., Search > Job).

• For Search Templates: In the Filters section of the search form, click the Manage Search Templates icon to the right of the Search Templates dropdown.

• For Output Templates: In the Output section of the search form, click the Manage Output Templates icon to the right of the Output Template dropdown.  

On the Search or Output Template Management popup, user admins can filter and sort the list of templates by values in any column that features a down arrow beside its name. Select the down arrow to open a menu containing options to sort the list or specify filters.

Note: Certain columns, such as Last Run and Default, are only available to users with template administrator permissions.

Additionally, the following actions can be taken via the popup:

• To edit a template’s name or description, click the Edit (pencil) icon to the right of the appropriate template’s row to launch the Edit Template popup.
• To share a template with specific user groups, review the Sharing Templates with User Groups section of this article.
• To delete one or more templates, review the Deleting Templates section of this article.

Sharing Templates with User Groups

User admins can share templates with other user groups in their system (e.g., recruiters or hiring managers). As each user group requires access to different kinds of information—and much of the information in the system is derived from search templates—user admins should ensure that users have access to any templates they need to perform their job. When search templates are not properly shared, users may be unable to access important information on their dashboard or run reports using specific saved templates. 

Tip: If a dashboard widget displays an access-related error for a user, ensure the search template fueling that widget is properly shared with that user’s user group. For more information, see the Sharing Templates for Use with Dashboard Widgets section of this article.  

User groups can be granted different levels of access to a template through a template’s sharing options. The level of access for a given template is visible in the Shared column of a Template Management popup. The different levels of access are outlined below.
 

Level of Access	Who Can Use the Template?	Who Can Edit the Template?
Not Shared	The creator of the template User admins	The creator of the template User admins
Shared (Not Editable)	The creator of the template User admins User groups the template was shared with	The creator of the template User admins
Shared (Editable)	The creator of the template User admins User groups the template was shared with	The creator of the template User admins User groups the template was shared with
Shared (Locked)	User admins User groups the template was shared with	No users, including user admins, can edit or delete locked templates. Locked templates are typically standard iCIMS system templates.

The different methods of template sharing are outlined in the subsections below:

• Sharing New Templates During Creation
• Sharing Existing Templates
• Sharing Templates for Use with Dashboard Widgets

Sharing New Templates During Creation

When saving a new template, a user admin has the option to select which user groups can use and/or edit and delete the template. For steps on saving and sharing a new template during creation, review the Saving Search & Output Templates article.

Sharing Existing Templates

A user admin can share a previously-created template with desired user groups through the appropriate Template Management popup. Similarly, a user can share their personally-created templates with other user groups, if desired.

To share an existing template, the user admin should navigate to the search type of the given template. For example, if a Job search template needs to be shared, the user admin should select Search > Job from the main menu bar. The complete steps for sharing an existing template are provided below:

1. Select the appropriate search type from the menu bar (e.g., Search > Job).
2. In the Filters section of the search form, click the Manage Search Templates icon to the right of the Search Template dropdown to launch the popup.
   • Note: To share an output template, click the Manage Output Templates icon to the right of the Output Template dropdown.
3. On the popup, locate the template to be shared. Select the Edit (pencil) icon for that template to launch the Edit Search Template popup.
   • Tip: To quickly find a specific template, click the down arrow in the Title column and use the Filter option to search using keywords.
4. On the Edit Search Template popup, adjust the settings in the Sharing Options section as needed:
   • Use this template: Allows specified user groups to use the template in a search or dashboard widget
   • Edit/delete this template: Allows specified user groups to:
     • Overwrite the template itself (e.g., update included filters)
     • Update the title, description, and sharing options
     • Delete the template from the system
   • User Groups: Specifies which user groups the selected settings are applied to
     • Tip: To unshare a template from a user group, deselect the user group from this option’s list
5. Once all updates are finished, click Save.

Note: Depending on how a template is used within the system, there may be limitations to how the template can be configured. For example, search templates used for integrations or security rules cannot be modified. In these cases, a warning displays when attempting to make any updates. 

Sharing Templates for Use with Dashboard Widgets

Several types of dashboard widgets, such as search previews or key metrics, leverage search templates to provide at-a-glance data to users. In addition to adding a widget to a user group's dashboard, the underlying search template must also be shared with that user group. Otherwise, an access-related error displays, and users within that group cannot view the information.
   If this error displays, follow the steps below to provide the user group with proper access to the template.

1. Make note of the name of the dashboard panel and widget displaying the error. In the example image above, the panel name is Job Searches, and the widget is titled Open Jobs.
2. Navigate to Report > Manage Dashboards. From the folders on the left, click the Expand (plus sign) icon to the left the Dashboard option.
   • Note: If the error is displaying within a user’s Quick Links menu, click the Expand (plus sign) icon to the left of the Quick Links option in this list.
3. From the list of options under Dashboard, locate the appropriate panel and click the Expand (plus sign) icon to the left of its name. From the list of widgets on that panel, click the name of the widget displaying the error. 
4. From the widget options displayed on the right, locate the Search Template setting and make note of the title of the search template used to populate the widget.
5. Follow the steps outlined in the Sharing Existing Templates section of this article to share the template with the appropriate user groups. Upon sharing the template, the dashboard widget will immediately display properly for the users experiencing the error.

Deleting Templates

Through the Template Management popups, users with the appropriate permissions can individually or bulk delete search and output templates from the system. Steps for each method of deletion are provided below.

Note: Once a template is deleted from the system, it cannot be restored.

Individually Deleting Templates

1. Access the appropriate Search or Output Template Management popup for the desired search type.
2. In the popup, locate the template to be deleted. Select the X icon to the right of the specific template’s row. A confirmation message displays.
3. Select Delete on the confirmation message to permanently remove the template from the system.

Bulk Deleting Templates

1. Access the appropriate Search or Output Template Management popup for the desired search type.
2. Check the box to the left of each template to be deleted. The number of selected templates displays on the top right of the popup.
3. Click the Delete button located above the list. A confirmation message displays.
4. Click Delete on the confirmation message to permanently delete all of the selected templates.

Understanding Template Administration

To better facilitate template management, user groups can be granted template administrator permissions that allow users in those groups to view, edit, and share any template saved within the system. Users without these permissions can only manage personally-created templates or templates that have been shared with their user group.

By default, user admins have template administrator permissions. However, depending on your organization’s preferences, other user groups can be granted these permissions. To grant these permissions to a user group, submit a case to iCIMS Technical Support.

If your organization does not want any users to have full access to all templates within the system, other sharing options, listed below, are also available.

• The ability to share personally-created templates can be removed from individual user groups or from all users of the system.
• The ability to share templates with other specific user groups can be removed. If removed, users can either share a template with all users of the system or keep the template private for personal use only.
• The list of user groups a user can share a template with can be tailored by user group. For example, the system can be configured so that users of a specific user group can only share their templates with other users in that same specific user group.

To further discuss these options or make any changes, submit a case to iCIMS Technical Support. 

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Searching & Reporting Curriculum

The iCIMS Knowledge Base includes additional resources for understanding and using iCIMS' searching and reporting tools. These resources have been compiled in the following article: Searching & Reporting Curriculum