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Template

Q1. How to use Templates?​

The Templates help define structured formats for uploading and downloading data across different modules (Trip, Client, User, Rate, Vehicle, etc.).

For Download → Controls which fields appear when exporting reports/files.
For Upload → Defines the structure of bulk import files (Excel/CSV).

Q2. How can I upload data using a template?​

Steps:

  1. Click on the main menu → Configurations → Templates.
  2. Go to the target module (e.g., Trips, Clients).
  3. Click Upload.
  4. Select the Upload Template previously created.
  5. Choose your Excel/CSV file (must match template structure).
  6. Click Submit → System validates & imports data.

Q3. How can I create a new upload template?​

Steps:

  1. Click on the main menu → Configurations → Templates.
  2. Click “+ Add Template.”
  3. Choose Template Type = For Upload.
  4. Enter Template Name.
  5. Select Module Kind (e.g., Trip, Client).
  6. Tick required fields from All Fields → They move to Selected Fields.
  7. Click Save.

Q4. How do download templates work?​

When exporting data (Download/Export), the system uses your For Download template to decide which fields appear in the file.

Example:
If the template includes Trip Date, Client Name, and Amount → Only these will show in the downloaded Excel.

Q5. Can I customize download formats?​

✅ Yes. You can:

  • Select a template and click Edit.
  • Select specific fields.
  • Arrange order of fields (if supported in your version).
  • Save multiple templates for different reporting needs (e.g., Finance Report, Audit Report).

Q6. What is the purpose of the “Duplicate” button?​

It allows you to quickly clone an existing template and make small changes without creating from scratch.

Q7. How do I search for a template?​

Steps:

  1. Use the search bar (top-right of template list).
  2. Enter keyword (e.g., “Name” or “Kind”).
  3. The table filters matching templates.

Q8. How can I edit existing templates?​

Steps:

  1. Click on Dashboard → Configurations → Templates.
  2. Find template in the list.
  3. Click ✏️ Edit.
  4. Add/remove fields, rename, or change module kind.
  5. Click Save.

Q9. How can I bulk delete templates?​

Steps:

  1. Click on Dashboard → Configurations → Templates.
  2. Tick checkboxes beside multiple templates in the list.
  3. Open the 3-dot menu (⋮) (top-right).
  4. Use the checkbox to select which file template you want to delete.
  5. Click Bulk Delete.
  6. Confirm → Selected templates are removed.

Q10. How can I arrange the sequence of selected fields?​

If supported →
Steps:

  1. Click on the main menu → Configurations → Templates.
  2. In the Edit Template → Selected Fields panel (right).
  3. Drag & Drop fields to reorder them.
  4. Click Save → Download/Upload will follow this order.

Q11. How can I rename the selected fields?​

If enabled in your build →
Steps:

  1. Click on Dashboard → Configurations → Templates.
  2. Open Edit Template.
  3. In the Selected Fields panel, click on the field label.
  4. Enter a custom name (alias).
  5. Click Save.

Example: Change “Client Info – Company Name” → “Client Company.”

Q12. Can I create multiple templates for the same module?​

✅ Yes. You can create multiple templates for the same module (e.g., Trip, Client) with different field selections.
This allows teams to maintain separate templates for Finance, Operations, or Audit purposes.

Q13. What happens if I delete a template that is in use?​

The template will no longer appear in the list.
Users must select or create a different template for upload/download.

⚠️ Deleting a template does not delete the underlying data—it only removes the format.

Q14. Can I share templates with other users?​

✅ Yes. Templates are system-wide. Once created, other users with proper permissions can also use them for upload/download.

Q15. Is there any limit to the number of fields in a template?​

There is no strict limit, but performance may slow down if too many fields are included.
Best practice → Keep only relevant fields for better readability.

Q16. Can I export the template structure itself?​

✅ Yes. Some systems allow downloading the Excel/CSV template format (empty columns with headers).
This helps users fill data correctly before uploading.

Q17. What happens if my upload file does not match the template structure?​

The system will show an error (e.g., “Invalid column headers” or “Missing required fields”).
You must correct the file to exactly match the selected template.

Q18. Can I duplicate and then modify only a few fields?​

✅ Yes. Using the Duplicate (⧉) option, you can copy an existing template and then:

  • Add/remove fields.
  • Rename selected fields.
  • Change field order.

Q19. What is the difference between Module Kind and Template Type?​

  • Template Type → Defines usage (For Upload vs For Download).
  • Module Kind → Defines which module it belongs to (Trip, Client, User, Rate, Vehicle, etc.).

Q20. Can I restrict access to certain templates?​

Yes, access depends on user roles and permissions.
Example: Only admins may create/edit templates, while other users can only use them.

Q21. How do I know who created or last modified a template?​

Steps:

  1. Click on Dashboard → Configurations → Templates.
  2. Click Edit on a template.
  3. Look at the Audit Log (if enabled) → It shows created by, edited by, and timestamps.

Q22. Can I preview data before downloading using a template?​

✅ Yes. After selecting a Download Template, some systems allow you to preview the first few rows before exporting the full file.

Q23. What file formats are supported for upload/download?​

  • Upload → Excel (.xlsx) or CSV (depending on configuration).
  • Download → Excel (.xlsx), CSV, or PDF (if enabled).

Q24. What happens if two templates have the same name?​

The system may:

  • Not allow duplicate names (error shown), or
  • Allow but display confusion in the list.

👉 Best practice: Use clear, unique names like Trip_Upload_Finance or Trip_Download_Audit.

Q25. Can I copy templates across modules?​

❌ No. Templates are module-specific.
Example: A Trip template cannot be applied to Client data. You must create separate ones.

Q26. Can I schedule downloads using templates?​

If integrated with automation/reporting → ✅ Yes.
Reports based on a Download Template can be scheduled (daily, weekly, monthly).
Otherwise → Manual download only.

Q27. What happens if new fields are added in a module later?​

New fields will not automatically appear in old templates.
Admin must edit the template and tick/select new fields if needed.

Q28. Can I validate data before uploading?​

✅ Yes. When using Upload Templates, the system checks:

  • Required fields filled.
  • Correct data type (date, number, text).
  • Duplicate or invalid entries.

Errors must be fixed before upload completes.

Q29. What is the difference between “Search Field” and “Selected Fields”?​

  • Search Field → Helps you quickly find fields from the large list.
  • Selected Fields → The actual fields included in your template.

Q30. Can I rename a template after creation?​

✅ Yes.
Steps:

  1. Click on the main menu → Configurations → Templates.
  2. Click ✏️ Edit.
  3. Change the Template Name field.
  4. Click Save.

Q31. What is the best practice for managing multiple templates?​

  • Use clear naming (e.g., Upload_Trip_Clients, Download_Client_Report).
  • Regularly clean up unused templates.
  • Keep field count minimal for efficiency.
  • Duplicate and modify instead of starting from scratch.