Since templates are a group of versions, there is an established workflow from creating to releasing to archiving and replacing them with a new version. The standard versioning of templates is simplified and does not include an approval process. An approval process part of versioning is additional functionality that can be enabled.
The diagram below illustrates the status available to each of the three main models: Template, Version and Document.
A template must have one active version in order for the template to be used to create documents. A template can only have one active version. When a template has a version in draft along with an active version, when the draft version is activated, the current active version automatically becomes archived.
This example shows how version 1.0 was archived when version 1.1 was activated. There is also a new version that is a draft. Once version 1.2 is activated and becomes active, version 1.1 (the active version) will become archived too.
When you create a new version of a template, the default status for the version is Draft.
In the Draft status, the Version can be updated. You can use the template Editor to edit the content.
Once the version is ready, click the Activate Version button.
Once a version is activated, its status changes from Draft to Active. There can only be one version with status of Active for a template. And documents can only be created and run when using the Active version of the template. If there is no active version for the template, then documents an not be created and run.
Since this version is Active, documents can be launched (create and run).
Once you have more than one version of a template, when a new version is activated the current Active version of the template will become Archived.
Learn how to Create a New Template Version.
Below illustrates how a template has two versions. The first version was activated and is active. A revision was created of the template so the second version is in draft.
Once version 1.1 is activated, version 1.0 becomes Archived automatically.
Archived versions are locked. They cannot be updated nor can they be used to launch documents. They can only be viewed.