Template System

The Template System lets you capture a complete board configuration — groups, columns, KPI definitions, and escalation rules — as a reusable blueprint. Templates eliminate repetitive setup work and ensure consistency across departments, sites, and teams.

ProBeya's template system goes beyond simple board copying. It supports three visibility scopes (vendor, tenant, team), seven operational excellence categories, version management, and usage tracking.

Template Scopes

Templates are organized into three visibility scopes that determine who can see and use them:

Vendor Templates

• Scope: Platform-wide — available to all organizations.
• Created by: ProBeya platform administrators.
• Organization: null (not tied to any tenant).
• Use case: Industry best-practice starting points shipped with the platform.
• Editing: Cannot be modified by tenants. Read-only.

信息

Vendor templates are maintained by the ProBeya team and may be updated across platform releases. When a vendor template is updated, existing boards created from the previous version are not affected.

Tenant Templates

• Scope: Organization-wide — available to all members of the organization.
• Created by: Organization admins or any user with template creation permission.
• Organization: Set to the creating organization's ID.
• Use case: Company-specific board configurations standardized across departments.
• Editing: Can be modified by organization admins.

Team Templates

• Scope: Workspace-specific — available only within a particular workspace.
• Created by: Workspace admins or team leads.
• Organization: Set to the creating organization's ID.
• Use case: Team-specific configurations that differ from the organization standard.
• Editing: Can be modified by workspace admins.

Template Categories

Every template is assigned to a category aligned with pharma operational excellence domains. Categories help users find the right template quickly in the template picker.

Category	Code	Description
SQCDP	sqcdp	Safety, Quality, Cost, Delivery, People daily boards — the standard Obeya board layout
Quality Control	qc	QC lab-specific boards for batch testing, stability studies, OOS tracking
Logistics	logistics	Supply chain, shipping, receiving, and delivery tracking boards
HSE	hse	Health, Safety & Environment review boards with Safety Cross and incident tracking
5S	5s	5S workplace organization audit boards (Sort, Set, Shine, Standardize, Sustain)
Management	management	Cross-department management review boards for TIER 2/3 meetings
Custom	custom	User-defined category for any use case not covered above

What Templates Capture

A template stores a complete board blueprint in a JSONB configuration payload. When applied, the following entities are recreated in the new board:

Groups

The horizontal swim lanes or sections (e.g., "To Do", "In Progress", "Done"):

• Group name
• Group color (hex)
• Sort order (display sequence)

Columns

The vertical property columns that define the data structure:

• Column name (e.g., "Status", "Priority", "Assignee")
• Column type (e.g., text, status, person, date, number)
• Column config (e.g., dropdown options for status columns)
• Sort order and optional column width

KPI Definitions

Performance indicators with full configuration:

• Name, unit, SQCDP category
• Measurement frequency (daily, weekly, monthly)
• Direction (higher_is_better / lower_is_better)
• Target value and red/amber/green thresholds
• Data source (manual, import, api)
• Open-ended config (chart preferences, formulas)

Escalation Rules

TIER-based escalation routing:

• From tier and to tier (e.g., TIER 1 to TIER 2)
• Trigger days (overdue threshold)
• Auto-escalate toggle

信息

Escalation rules in templates do not include specific notifyUserIds because user IDs differ between boards. After applying a template, configure the notification recipients on the new board's escalation rules.

Canvas Layout (optional)

For visual/canvas-based boards, templates also store widget positions, sizes, and types, enabling pixel-perfect recreation of the visual layout.

Creating Templates from Boards

The fastest way to create a template is to save an existing board configuration:

1. Open the board you want to save as a template.
2. Click the ... menu in the board toolbar.
3. Select Save as Template.
4. Fill in the template details:

Field	Description
Name	Human-readable name (e.g., "SQCDP Daily Board — Packaging Line")
Description	Detailed description for the template picker card
Category	Select from SQCDP, QC, Logistics, HSE, 5S, Management, or Custom
Scope	Vendor (platform admins only), Tenant, or Team

5. Click Save Template.

The system serializes the board's groups, columns, KPI definitions, escalation rules, and optional canvas layout into the template's JSONB config.

提示

Items (tasks, records) are not included in templates. Templates capture the board structure, not the data. This ensures templates remain reusable without carrying over stale or irrelevant task data.

Applying Templates to New Projects

When Creating a New Board

1. Navigate to a project and click + Add Board.
2. In the creation dialog, select From Template.
3. Browse available templates, filtered by scope and category.
4. Click on a template card to see a preview of its structure (groups, columns, KPIs).
5. Click Use Template.
6. The new board is created with all the template's entities pre-configured.

Template Picker

The template picker shows templates in the following priority order:

1. Team templates — Templates specific to the current workspace
2. Tenant templates — Organization-wide templates
3. Vendor templates — Platform-provided best-practice templates

Each template card displays:

• Template name and description
• Category badge
• Scope indicator (vendor / tenant / team)
• Thumbnail preview (if available)
• Version number
• Usage count (how many boards were created from this template)

After Applying

Once a template is applied:

• The new board is independent — changes to the board do not affect the template.
• Changes to the template do not affect boards already created from it.
• The link between the board and the source template is recorded in the template_usage table for lineage tracking.

Template Version Management

Templates support version tracking to manage evolution over time:

• Each template has a version integer (starting at 1).
• When you update a template, increment the version number to track the change.
• The template picker displays the current version.
• Usage records capture which version of the template was active at the time of application.

Updating a Template

1. Navigate to Settings > Templates (or the template management page).
2. Find the template and click Edit.
3. Modify the configuration as needed.
4. Increment the version number.
5. Click Save.

注意

Updating a template does not retroactively change boards that were created from the previous version. Each board is a snapshot of the template at the time of creation.

Managing Templates

Navigate to Settings > Templates to access the template management interface.

Available Operations

Operation	Description
Edit	Update template name, description, category, or configuration
Preview	View the template structure (groups, columns, KPIs, escalation rules) without applying
Duplicate	Create a copy of a template with a new name (useful for creating variants)
Deactivate	Soft-delete: set isActive = false — the template is hidden from the picker but preserved for lineage tracking
Reactivate	Restore a previously deactivated template
Change Scope	Promote a team template to tenant scope, or vice versa

信息

Templates are never physically deleted. Deactivation preserves referential integrity with the usage tracking table, ensuring you can always answer "which template was this board created from?"

Usage Analytics

The template management page includes usage analytics:

• Usage count — Total number of boards created from each template
• Last used — When the template was most recently applied
• Top templates — Ranked by usage count across the organization
• Adoption by workspace — Which workspaces are using which templates

This data helps template administrators understand which templates are valuable and which may need updating or retirement.

Built-In Vendor Templates

ProBeya ships with a curated set of vendor templates for common pharma and manufacturing use cases:

Template	Category	Description
SQCDP Daily Board	sqcdp	Standard 5-category KPI board with Safety Cross and tier escalation
QC Lab Dashboard	qc	Quality control lab board with batch tracking and OOS investigation
HSE Incident Board	hse	Health & safety board with Safety Cross calendar and incident log
5S Audit Board	5s	5S workplace audit with scoring per category and action tracking
Logistics Tracker	logistics	Inbound/outbound delivery tracking with on-time metrics
Management Review	management	TIER 2/3 board aggregating KPIs and escalated actions from TIER 1
Kaizen Board	custom	Continuous improvement idea capture and implementation tracking
Deviation Tracker	qc	Process deviation investigation and CAPA follow-up board

Permissions

Action	Required Role
Browse and use templates	Any board member
Create tenant templates	Organization admin
Create team templates	Workspace admin
Create vendor templates	Platform admin
Edit tenant templates	Organization admin
Edit team templates	Workspace admin
Deactivate / reactivate templates	Template creator or organization admin
View usage analytics	Organization admin

Related Features

• KPI Boards — Templates include KPI definitions with thresholds and targets
• Escalation Engine — Escalation rules are preserved in templates
• Action Log — Templates define the board structure where actions are tracked
• TIER Meeting Mode — Templates set up the board for optimized TIER meeting flow