Templates Overview

Paper inspection forms are inconsistent, hard to track, and easy to lose. Templates let you create standardised digital forms that your whole team uses — ensuring every inspection follows the same process and produces a professional, traceable document.

What Is a Template?

A template is a reusable form structure that defines what information your team collects during an inspection, audit, or any standardised process. Templates are built from three layers:

• Pages — organise a long form into logical sections (e.g. Page 1: Site Details, Page 2: Inspection Items, Page 3: Sign-off)
• Sections — within each page, sections group related fields together. Sections can use different layouts — standard form, table, or letter format.
• Fields — the individual data points your team fills in — text, numbers, dates, photos, signatures, GPS coordinates, and more

When someone creates a report from a template, they get a form matching the template's structure. Once completed, the report generates a professional PDF with automatic document numbering.

Template Lifecycle

Templates follow a status workflow that controls when they can be used:

1. Draft — work in progress. You can edit freely in the template builder. Reports cannot be created from draft templates.
2. For Review — submitted for review. Useful for getting feedback before publishing.
3. Approved — reviewed and approved, but not yet available for report creation.
4. Published — live and available. Your team can create reports from published templates.

Versioning and Revisions

When you need to update a published template, you create a new revision rather than editing the original. This preserves the integrity of reports already created from the previous version. The revision chain links all versions together, and superseded templates are clearly marked.

ℹ️ Did you know?

Pasco Cloud includes a public template library with pre-built templates for common use cases — AS2124 and AS4000 contract administration templates, general inspection checklists, and more. You can duplicate any library template as a starting point for your own forms.

Template Types

Every template is assigned a type that categorises it — Inspection, Audit, Safety Checklist, Daily Diary, and more. Types serve two purposes:

1. Organisation — filter and find templates by category
2. Document numbering — each type has a prefix (e.g. INS, AUD, SAF) that is used in automatic document numbers. Reports inherit the prefix from their template's type, producing numbers like INS-001, INS-002, and so on.

Template Scoping

Templates can be scoped to different contexts, controlling who can find and use them:

• Organisation-scoped — available to members of a specific organisation
• Project-scoped — available to members of a specific project
• User-scoped — private to the creator
• Public — visible to all platform users

The scope determines the default audience, but you can fine-tune access further using the sharing and visibility controls.

Template Sharing

Templates use the same group-based visibility model as the rest of the platform. You control who can see a template through:

• Shared groups — share with one or more groups to give all members access
• Shared users — share directly with individual users
• Public flag — make visible to everyone

This is covered in detail in Sharing & Visibility.

💡 Tip

Found a template in the public library that almost fits your needs? Duplicate it and customise it rather than building from scratch. This saves time and gives you a proven starting structure to work from.

The Public Library

Pasco Cloud provides a library of pre-built templates that are available to all users. The library includes:

• AS2124 contract administration templates — progress claims, variations, extension of time, and more
• AS4000 contract administration templates — the same set for AS4000 contracts
• General inspection templates — site inspections, safety checklists, and common audit forms

Library templates are read-only — you cannot edit them directly. Instead, duplicate a library template to create your own editable copy, then customise it to suit your specific requirements.

What's Next?

• Learn about template types and document numbering prefixes
• Explore the template builder to see how forms are designed
• Understand all the field types and sections available
• Follow the tutorial to build your first template