# Creating and Managing Activities

The **CREATE AND MANAGE DOCUMENT TEMPLATES** section allows administrators to create, organize, and control reusable document workflows in emSigner.

Templates are designed to standardize frequently used processes across teams and departments. Each template represents a business grouping (such as Human Resources, Finance, or Legal), while activities under a template define specific use cases like Employee Onboarding, Offer Letters, NDAs, or Purchase Orders.\
Each activity can contain one or more documents and is later configured as either a **Fixed Form or Flexi Form** workflow.

This section focuses on **template organization, activity management, and access control**, before detailed template configuration begins.

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### Screen Overview

The **Manage Templates** screen is divided into the following key areas:

* Template list and hierarchy
* Template and activity actions
* Template access management

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### Template List

The **List of Templates** displays all available templates and their associated activities.

#### Template Structure

* **Templates** appear as top-level entries (for example: Procurement, Human Resources, Legal).
* **Activities** appear nested under their respective templates.
* Templates can be expanded or collapsed using the arrow icon on the right.

#### Template Details Shown

For each template, the following information is available when expanded:

* **Created By** – User who created the template
* **Start Date / End Date** – Displays validity dates (if applicable)
* **Access Granted To** – Shows whether access is granted to:
  * Departments
  * Individual users
* If access is not assigned, it is displayed as **Access not granted yet**

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### Search and Filtering

* Use the **Type to filter template** search bar to quickly locate templates or activities.
* Filtering applies in real time and helps manage large template lists efficiently.

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### Template Actions

Each template provides an **action menu (⋮)** with the following options:

#### Create Activity

* Creates a new activity under the selected template.
* Activities represent specific business use cases (for example: Onboarding, NDA, Offer Letter).

> *Note: If the selected activity is already mapped with a workflow, creating a new sub activity will be restricted.*

#### Rename Activity

* Allows renaming an existing activity.
* Useful when business terminology or use cases change.

#### Remove Activity

* Deletes the selected activity from the template.
* This action does not affect other activities under the same template.

> *Note: If the selected activity is already mapped with a workflow, removing activity will be restricted.*

#### Setup Template / Flexiform

* Opens the selected activity for detailed configuration.
* This is where the workflow is defined as a **Fixed Form** or **Flexi Form**, and documents, participants, and fields are configured.
* Detailed setup steps are covered in the upcoming sections.

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### Creating a New Template

To create a new template:

1. Click **Create new template**.
2. Enter a **Template Name**.
3. Click **Save**.

Once created:

* The template appears in the list immediately.
* Activities can be added under the template.
* Access can be assigned before configuration begins.

<figure><img src="https://1693119202-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXNKpOPGIHdEkmaF2RQso%2Fuploads%2FYtqoYRpcyFXfw1kI2mOA%2Fimage.png?alt=media&#x26;token=46903c70-ffff-4140-8159-2c9067764ea3" alt=""><figcaption></figcaption></figure>

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### Template Access Management

Templates can be shared with users or departments directly from this screen.

#### Granting Access

Select either a **Department** or a **User**, then click **Grant Access**.

Access determines who can:

* View the template
* Use configured activities
* Create workflows from the template

**Department-Level Access**\
Grants access to all internal users mapped to the selected department.\
Suitable for role-based or team-wide access.

**User-Level Access**\
Grants access specifically to the selected user.<br>

> If the user already belongs to a department with access, user-level access takes precedence and overrides department access.

If no access is assigned, the template remains visible only to administrators.

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### What Happens Next?

After managing templates and activities:

* Select **Setup Template / Flexiform** to configure the workflow.
* Choose between **Fixed Form** or **Flexi Form** configuration.
* Upload documents, define participants, and place fields in the upcoming steps.