Overview
The Template Gallery is an organization-wide feature that allows Team and Enterprise users to share their own workflows as templates 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.
Key Benefits
Standardize Workflows
Create consistency across all workspaces with shared templates
Reduce Duplicate Work
Eliminate redundant workflow creation across teams
Accelerate Onboarding
Help new team members get productive faster
Share Best Practices
Spread organizational knowledge organization-wide
Account Requirements
The Template Gallery is available exclusively for Team and Enterprise accounts. Templates are shared at the organization level, making them accessible to all workspaces within your organization.
- An active Team or Enterprise subscription
- Organization membership (user must be part of an organization on Gumloop)
How the Template Gallery Works
The Template Gallery operates on a simple publish-and-use model with three core principles:| Principle | Description |
|---|---|
| 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 Templates
Creating a Template
1
Navigate to Your Workflow
Open the workflow you want to share
2
Access the Share Menu
Click the “Share” button and select “Create Template with Set-up Instructions”
3
Configure Template Details
Fill out the following information:
- 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 content based on your workflow:Description Generation
AI analyzes your workflow structure to create a clear description of what the template does
Setup Checklist
AI identifies key configuration points, required credentials, and customization areas
- 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 published templates
- Share direct links to specific templates
- Delist templates that are no longer needed
Delisting Your Template
1
Access Your Templates
Navigate to Organization Templates
2
Select Template
Find your template in the list
3
Delist Template
Click the delist option on your template card and confirm the removal
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:
- Review all templates published in your organization
- Delist any template that doesn’t meet standards or is outdated
Admin Delisting Process
1
Access Organization Settings
2
Find Template
Browse or search for the template you want to remove
3
Remove Template
Click the delist option next to the template and confirm removal
Using Templates
Accessing Templates
Any organization member can access templates through gumloop.com/templates/organization:1
Browse the Gallery
Explore available templates or use keyword search to find relevant templates
2
Review Details
Check template descriptions and setup instructions to understand requirements
3
Clone Template
Create a personal copy in any of your workspaces
Template Cloning Details
When you clone a template, here’s what happens:| Aspect | 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
Provide Clear Documentation
Provide Clear Documentation
Include detailed descriptions that explain:
- What the template does
- When to use it
- Expected inputs and outputs
- Any limitations or requirements
Write Comprehensive Setup Instructions
Write Comprehensive Setup Instructions
Create step-by-step checklists covering:
- Required credentials and how to obtain them
- Data format requirements and examples
- Configuration parameters and recommended values
- Common troubleshooting steps
Generalize for Reusability
Generalize for Reusability
Design templates that work across use cases:
- Use input nodes for customizable values
- Avoid hardcoded data specific to one scenario
- Make templates adaptable to different contexts
- Include clear variable naming
Test Thoroughly
Test Thoroughly
Verify your template works correctly with:
- Different data sources and formats
- Various input types and edge cases
- Different user configurations
- Common error scenarios
Comparison: 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. There are no special permissions required beyond being part of the organization.
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