Template Gallery

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What is the Template Gallery

The Template Gallery is a workspace-specific feature that allows Pro and Enterprise users to share their own workflows as templates with others in their organization. Unlike the standard template library that contains pre-built Gumloop templates, the Template Gallery is a user-generated repository of workflows specific to your organization. This feature enables teams to:

• Standardize common workflows
• Reduce duplicate work
• Accelerate onboarding of new team members

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Account Requirements

The Template Gallery is available exclusively for Pro and Enterprise accounts with workspace functionality. This feature requires:

• An active Pro or Enterprise subscription
• At least one shared workspace (templates cannot be submitted from personal workspaces)
• Workspace admins to approve templates

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Template Gallery Workflow

The Template Gallery feature consists of two main parts:

1. Template Submission: Users create and submit workflows as templates
2. Template Approval: Workspace admins review and approve submitted templates

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Submitting a Template

To publish a workflow as a template:

1. Navigate to your workflow within the shared workspace
2. Click the “Publish” button on the share modal
3. 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

When you submit a template, it goes through an approval process before appearing in the gallery. The template status will show as “Pending” until a workspace admin reviews it.

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AI-Generated Template Details

When publishing a template, Gumloop uses AI to automatically:

1. Generate a description of what the template does based on your workflow structure
2. Create a checklist of setup instructions by analyzing:
   • Key operators and their configurations
   • Input fields that likely need customization
   • Connection points that require user-specific information
   • Required credentials and integrations

You can edit these AI-generated details before submitting your template to ensure they match your specific use case.

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Managing Your Templates

As a template creator, you can manage your templates through the “Your Templates” dialog on the template page:

1. View Status: See all your templates and their current status (Pending, Approved, Rejected)
2. Share Links: Get direct links to share approved templates within your organization
3. Archive Templates: Remove templates from the gallery when they’re no longer needed
4. Edit and Resubmit: Make changes to existing templates

Important: If you edit a template after submission, it must be resubmitted for approval. Alternatively, you can clone the template and work on a new copy without affecting the original.

Note: once you click on Clone Flowbook Instead you’ll automatically be on the cloned version of the workbook.

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Template Approval Process

Workspace administrators are responsible for reviewing and approving templates at gumloop.com/templates:

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Admin Responsibilities

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Review Process

1. Navigate to Workspace templates
2. Click the “Review Submissions” icon
3. Review pending template submissions
4. Examine template details, description, and setup instructions
5. Approve or reject templates based on quality and usefulness

Admins can:

• Review Submissions: View all pending template submissions with detailed information
• Approve Templates: Make templates available to all workspace users
• Reject Templates: Return templates to creators with feedback
• Archive Templates: Remove any template from the workspace gallery

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Using Templates

Once a template is approved, workspace users can:

1. Browse the Gallery: Explore available templates organized by category
2. Search Templates: Find relevant templates using the search functionality
3. View Details: Review template descriptions and setup instructions
4. Clone Templates: Create a copy of the template in their workspace

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Template Cloning and Security

When a user creates a copy from a template:

• New Workbook: A brand-new workbook is created for them
• Preserved Structure: The workflow structure and logic are maintained
• Secure Isolation: No credentials or sensitive data are shared between users
• Full Customization: Users can modify the copy to fit their specific needs

Important Security Note: Each user must configure their own credentials when using a template.

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Best Practices

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For Template Creators

• Clear Documentation: Provide detailed descriptions explaining what the template does, when to use it, and expected outcomes
• Comprehensive Setup Instructions: Include step-by-step checklists that cover all configuration requirements
• Generalize Inputs: Make templates adaptable to different data sources and use cases
• Include Examples: Add sample data or use cases in the description to help users understand the template’s purpose
• Modular Design: Break complex workflows into logical subflows for better maintainability
• Test Thoroughly: Ensure the template works as expected before publishing
• Use Descriptive Names: Choose clear, searchable names that indicate the template’s function

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For Template Administrators

• Establish Standards: Create guidelines for template quality, documentation, and naming conventions
• Review Thoroughly: Test templates before approval to ensure they work correctly
• Promote Quality: Highlight well-designed templates and provide feedback to creators
• Gather Feedback: Collect user input to improve the template library over time

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For Template Users

• Read Instructions Carefully: Follow the setup checklist provided by the template creator
• Test with Sample Data: Run the cloned template with test data before using production data
• Customize Appropriately: Modify the template to fit your specific use case and requirements
• Provide Feedback: Share insights with template creators to help improve future versions

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Template Gallery vs Public Templates

Feature	Template Gallery	Public Gumloop Templates
Creator	Organization members	Gumloop team
Visibility	Organization-only	All Gumloop users
Approval	Workspace admin required	Pre-approved by Gumloop
Use Cases	Organization-specific workflows	General automation patterns
Access	Pro/Enterprise plans only	All plan tiers

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Frequently Asked Questions

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What is a “template” in Gumloop?

A template is a pre-built workbook that captures a proven automation pattern. You can copy it into your own workspace and customize it without affecting the original.

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Who can create templates?

Any workspace member can publish a workbook as a template.

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Do I need a paid plan to use the Template Gallery?

Yes. The Template Gallery is available to Pro-tier (or higher) plans. Free plans can browse Gumloop’s public templates, but they cannot access or publish workspace templates.

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How do I publish one of my workbooks as a template?

Go to your specific workbook within a shared workspace (not your personal workspace) → Share → Publish as Template

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What happens after I edit an already-approved template as a template creator?

Editing resets its status to Pending and removes it from the gallery until an admin re-approves the changes. Existing copies that users have already taken are not affected.

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Can I edit templates created by someone else?

Only the original creator can modify a template. Admins can approve, reject, or archive it, but cannot change its content.

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Where do my published templates appear?

They appear in the custom gallery of the workspace in which you published them.

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How do approvals work?

• Pending: Waiting for admin review
• Approved: Visible to all workspace users
• Rejected: Returned to creator with feedback and hidden from users

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Can I share a template with someone outside my workspace?

Only Gumloop templates are public. Workspace templates require the recipient to belong to that workspace or org. You can, however, export the underlying workbook and share it outside.

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Will using a template overwrite my existing automations?

No. Clicking Use Template creates a brand-new workbook copy in your workspace that you can edit freely.

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I published a template but don’t see it—why?

It’s likely still in Pending status or has been Rejected. Check the badge on the template card or ask an admin to review it.

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What’s the best way to make a high-quality template?

Provide a clear description, include a step-by-step checklist, generalize inputs, add sample data, break complex flows into subflows, and fully test before submission.

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Can I have multiple versions of the same template?

No, but you can clone an existing template and modify it to create a new template with a different name and purpose.

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How do I know if a template will work with my data?

Review the template’s description and setup checklist. Most templates include information about expected data formats and required integrations.

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What happens to templates when someone leaves the organization?

Templates remain available in the gallery even if the original creator leaves. Admins can continue to manage these templates as needed. With these practices and understanding, the Template Gallery becomes a valuable resource that accelerates workflow development and promotes best practices across your organization.