Organization Advance Templates and the Advance Library

Most teams advance the same things on every show: catering, hospitality, power, credentials, a technical rider. The organization advance library keeps your standard module templates, advance templates, and module categories in one place, so every new event starts from forms your team has already refined instead of rebuilding them.

Why an Organization Library Matters

Without a shared library, each event's forms drift. One producer adds a dietary question, another renames a module, and a year later no two events ask vendors the same thing. A library gives the organization one maintained version of each form. Events take a copy and can tune it for the show without changing the standard.

Where the Library Lives

The library is in your organization's settings, under Templates, Advance Templates. It has three tabs:

• Advances lists the organization's advance templates, each an ordered set of module templates with due dates, required, task tracking, and task review settings.
• Modules lists module templates, built from the same content, question, and request blocks as event modules.
• Categories lists the module categories used to group them.

Two organization permissions control it. Advance Database read lets someone see the library and copy from it. Advance Database edit lets them change it.

Copying a Template onto an Event

Events use copies. When you add a template from the organization, the event gets its own editable copy that remembers which organization template it came from.

Copying an advance template also copies the module templates it uses, reusing any the event already has a copy of. Request blocks bring the resource types they allow. If the event already has a copy of the template you picked, that copy is left as it is; copying never overwrites an event's changes.

Adding from the organization appears for event admins who are members of the event's organization.

flowchart LR
    O["Organization template"] -->|"Copy"| E["Event copy (linked)"]
    E -->|"Edit for this show"| E
    E -.->|"Save back (API)"| O
    O -.->|"Refresh copy (API)"| E

Keeping Copies and the Library in Step

A copy stays linked to its organization original, which allows two more actions. Both are available through the BackOps API; the app does not have buttons for them yet.

Refresh an event copy. Overwrite an event's copy with the current organization version. For a module template, the name, label, icon, color, and the blocks that came from the organization are replaced, and blocks added on the event are kept. For an advance template, the module entries that came from the organization are replaced and entries added on the event are kept.

Save an event template back to the library. A copy overwrites its organization original. A template that was built on the event becomes a new organization template and is linked to it. Saving needs Advance Database edit.

Reusing a Collaborator's Answers

A collaborator linked to your organization's collaborator database can carry advance answers from one event to the next. Saving an advance up stores its answers on the organization collaborator record, and pulling fills a later event's advance from them. Only answers to blocks that came from the organization library travel, matched by their link to the library, and a pull overwrites answers already given on matching blocks. This is also available only through the BackOps API for now.

Changes to Library Templates

Editing or deleting a library template does not change events that already copied it. Deleting a library module template has no in-use check: advance templates that list it simply stop showing it. Deleting a block from a library module template also deletes any collaborator answers saved against that block.