Document templates for Intranet scenario

Question

I am aware there is a new feature that allows an editor to add a document template to a SharePoint document library. This is accessed via the '+New' toolbar within the library and a new document based on the document template is created within the host document library.

This solution is great for a collaboration site, however, not suitable for managing document templates on an intranet for staff to access.

On an intranet we want our staff to open a template and save/download the document in another location away from the intranet. All staff have read access and some staff members are also site editors. We want to prevent our site editors from overwriting the templates with their own information but also prevent them from saving their version of the completed document back into the source library. Our site editors are still employees and need to complete forms and templates for their own needs. Also, '+New' feature is only available for those with editing access.

I have tried uploading the template with extension .dotx to the document library. However, the document is not downloaded but opened at the source location. If they select 'save' they will overwrite the source document and if they select 'Save as' the document whilst it can be saved elsewhere it is saved as a dotx file and not a docx file, so it is not functioning like a template.

As an example: on an intranet you might have a 'Leave form' to fill out or a 'Employee details form' etc. We don't want a site editor to inadvertently save their form back into the intranet library for everyone to access, we also need to prevent them from overwriting the original template. Please advise a workaround for this scenario?

Answer 1

Hi @DeNichilo, Michelle (DHS)
You could read these articles to learn how to add and use custom template for a SharePoint library:

https://support.microsoft.com/en-us/office/set-a-custom-template-for-a-sharepoint-library-8e0177eb-46bd-4346-9998-330c32733c25

https://www.sharepointdiary.com/2018/02/add-document-template-to-content-type-in-sharepoint.html#:~:text=Here%20is%20how%3A%201%20Go%20to%20your%20SharePoint,Click%20%E2%80%9COK%E2%80%9D%20to%20apply%20the%20changes.%20More%20items

If you have these steps done, you should be able to use the templates you customized without modifying it. You could also add more templates according to your requirement.

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