What is the Template Gallery
The Template Gallery is an organization-wide feature that allows Team and Enterprise users to share their own workflows as templates with others across their entire organization. Unlike the standard template library that contains pre-built Gumloop templates, the Organization Template Gallery is a user-generated repository of workflows specific to your organization. This feature enables teams to:- Standardize common workflows across all workspaces
- Reduce duplicate work
- Accelerate onboarding of new team members
- Share best practices organization-wide
Account Requirements
The Template Gallery is available exclusively for Team and Enterprise accounts. This feature requires:- An active Team or Enterprise subscription
- Organization membership (user must be part of an organization on Gumloop)
Templates are shared at the organization level, making them accessible to all workspaces within your organization.
How the Template Gallery Works
The Template Gallery operates on a simple publish-and-use model:- Instant Publishing: Users create and publish workflows as templates - no approval needed
- Organization-Wide Access: Published templates are immediately available to all organization members
- Self-Service Management: Template creators and organization admins can delist templates as needed
Publishing a Template
To publish a workflow as a template:- Navigate to your workflow within a shared workspace
- Click the “Share” button
- Select “Create Template with Set-up Instructions”
- Fill out the template details:
- Name: A clear, descriptive title
- Description: What the template does and when to use it
- Setup Instructions: Step-by-step checklist for users to configure the template
Templates are published instantly - no approval process required! Your template becomes immediately available to all organization members.
AI-Generated Template Details
When publishing a template, Gumloop uses AI to automatically:- Generate a description of what the template does based on your workflow structure
- Create a checklist of setup instructions by analyzing:
- Key nodes and their configurations
- Input fields that likely need customization
- Connection points that require user-specific information
- Required credentials and integrations
Managing Templates
For Template Creators
Template creators can manage their published templates at gumloop.com/templates/organization:
- View all your templates: See all templates you’ve published
- Share template links: Get direct links to share specific templates
- Delist templates: Remove templates that are no longer needed
How to Delist Your Template
To remove a template you’ve created:- Navigate to Organization Templates
- Find your template in the list
- Click the delist option on your template card
- Confirm the delisting
Delisting a template removes it from the gallery immediately. Existing copies that users have already cloned are not affected.
For Organization Administrators
Organization administrators have additional management capabilities through the Organization Settings:
Admin Template Management
As an organization admin, you can:- Review all templates: View every template published in your organization
- Delist any template: Remove templates that don’t meet standards or are outdated
How to Delist Templates as an Admin
- Go to Organization Template Settings
- Browse or search for the template
- Click the delist option next to the template
- Confirm the removal
Using Templates
Once a template is published, any organization member can:- Browse the Gallery: Explore available templates at gumloop.com/templates/organization
- Search Templates: Find relevant templates using keywords
- View Details: Review template descriptions and setup instructions
- Clone Templates: Create a personal copy in any of their workspaces
Template Cloning and Security
When you clone a template:| What Happens | Details |
|---|---|
| New Workbook Created | A brand-new workbook is created in your selected workspace |
| Structure Preserved | All workflow logic and node configurations are maintained |
| Credentials Not Shared | You must configure your own credentials and API keys |
| Full Customization | You can modify your copy without affecting the original |
Each user must configure their own credentials when using a template. No sensitive data or authentication is shared between template copies.
Best Practices
Creating High-Quality Templates
1
Clear Documentation
Provide detailed descriptions explaining:
- What the template does
- When to use it
- Expected inputs and outputs
2
Comprehensive Setup Instructions
Include step-by-step checklists covering:
- Required credentials
- Data format requirements
- Configuration parameters
3
Generalize for Reusability
- Use input nodes for customizable values
- Avoid hardcoded data
- Make templates adaptable to different use cases
4
Test Thoroughly
Verify your template works with:
- Different data sources
- Various input formats
- Edge cases
Template Gallery vs Public Templates
| Feature | Organization Templates | Public Gumloop Templates |
|---|---|---|
| Creator | Organization members | Gumloop team |
| Visibility | Only within your organization | All Gumloop users |
| Approval Process | None - instant publishing | Pre-approved by Gumloop |
| Use Cases | Organization-specific workflows | General automation patterns |
| Plan Requirements | Team/Enterprise plans only | Available on all plans |
| Management | Can be delisted by creator or org admin | Managed by Gumloop |
| Customization | Tailored to your organization’s needs | Designed for broad applicability |
Frequently Asked Questions
Who can publish templates?
Who can publish templates?
Any member of an organization can publish templates.
Are templates immediately available after publishing?
Are templates immediately available after publishing?
Yes! Templates are instantly available to all organization members. There’s no approval process - templates go live immediately upon publishing.
Can I edit a published template?
Can I edit a published template?
Yes. You can update a template normally, as you would update a workflow, and then simply save and share it to the organization again. Note that these changes would only apply to users who clone the template again. For existing cloned copies of the template, these changes wouldn’t apply.
What happens to existing copies when a template is delisted?
What happens to existing copies when a template is delisted?
Delisting a template only removes it from the gallery. All existing copies that users have cloned remain unaffected and continue to work normally.
Can templates be shared between organizations?
Can templates be shared between organizations?
How do I know if my template is being used?
How do I know if my template is being used?
Currently, usage analytics for templates are not available to members. Org admins can view usage from the audit logs: https://www.gumloop.com/settings/organization/audit-logging
Can I restrict who can publish templates?
Can I restrict who can publish templates?
Currently, all organization members can publish templates. Organization admins can delist inappropriate templates after publication from the template settings page: https://www.gumloop.com/settings/organization/templates
Summary
The Template Gallery transforms how organizations share and standardize workflows:- Instant Publishing: No approval delays - templates go live immediately
- Organization-Wide Sharing: Templates are accessible across all workspaces
- Self-Service Management: Creators and admins can manage templates independently
- Secure Cloning: Each user configures their own credentials for maximum security