Templates

⚡️ Quick Video: How to create a template

Every entry you make on kleio is a record. Every work, every actor, every exhibition, every news article, every press release, every performance - all of these are records on kleio.

A record can be described using various fields. This allows kleio to systematically record content. It is later possible to filter or sort by field content and field content can be selectively shown or hidden for export and display in the Space.

Before you start using the record templates, we advise you to familiarize yourself with the fields that are available to you.

➡️ Before you start creating Templates, we recommend you to get to know the fields: Fields

So that you don't have to reset the selection and order for every record, you have the option of creating your own templates or using the kleio templates we suggest Project, Person/Institution or the other templates Presentation, Review, Work or Actor.

When you create a new record, you will be given all templates to choose from.

The kleio templates Project and Person/Institution are automatically displayed. ➡️ Learn more about kleio templates here: kleio Templates and their use

If you click on Show all, the remaining templates will also be displayed:

If you click on a template, a new empty record opens with the respective field composition.

⏬ Long Video: Create and manage templates. This Video is Part of the kleio E-Learning. Find all Videos here.

kleio Templates and their use

To start adding your first works and into kleio, we recommend you to use the kleio templates. But don’t miss the chance to create your own templates and personalise your kleio account.

Project

You can use this template to record everything you create: Your works, your collection items, your projects. It is a reduced version of the Work template. This template is perfect for starting with kleio and can then be expanded and used as a basis for your own template.

Person/Institution

This template is suitable for recording persons or institutions with basic fields.

On the left a normal record, on the right an actor record with a round image.

Presentation

You can use this template to create containers in which you present your work and projects: exhibitions, publications, events, etc.

Review

With this template you can enter all records that include external voices about your work, e.g. reviews, feedback from the outside, press articles, interviews, etc.

Work

With this template you can record all records that include your own work, e.g. works with you as the author, works that you collect, publications with you as the author, etc. This is the detailed version of the project template.

Actor

You can use this template to enter all records that represent persons or institutions, it has more detailed fields then the “Person/Institution” template. Records with the type Actor are displayed in the overview with a round image, while all other record types are displayed with a square image. As soon as you show the first name and surname fields for a record, kleio recognizes the record as an actor:in record and changes the type.

On the left a normal record, on the right an actor record with a round image.

Manage Templates

To further edit and manage your templates, click on the plus to create a new record and click on Manage templates.

This window opens:

Here are different options:

Duplicate an existing template, customize it and save it as your own template

You cannot customize existing kleio templates. However, you can duplicate a kleio template and use it as a starting point for your own template.

To do this, select a kleio template. In this example, we will customize the kleio presentation template and turn it into our own exhibition template.

1 - Click on the Presentation template and then on the Duplicate template button at the bottom.

2 - A new template is now created in the section for your own templates.

3 - Give it a name that you easily recognize and then click save. In this example, we call the template "Exhibition Template”

4 - Now you can select or deselect fields on the right-hand side and adjust the order, as you can do with Edit fields.

5 - When you are happy with your field selection, click save. Your template is now created and you can use it to create records.

You can always come back here and customize your templates further.

Mark Template as favorite

You can make your own templates your favorites so that when you add a new record, only the templates that you often need are displayed.

Click on the star to the right of your template.

If you now click on the plus button again to add a new record, only your favorites will be displayed. You can still find all other templates by clicking on Show all.

Define a standard author, a standard type tag and standard participant roles

In your templates, you can define content for three fields, which are then automatically filled out in Records.

You can define a standard type tag:

This tag will then be filled in automatically. We recommend that you use the following tags:

For your works, the tag "Work"
For your persons and institutions, the tag "Actor"
For your exhibitions, the tag "Exhibition"

You can of course define further tags yourself. First think about which ones you want to use, how you want to divide your records and then stay true to your tags - that way you can filter efficiently.

You can specify a standard author:

For your work template, we recommend that you designate yourself as the default author - that way you don't always have to fill in this field manually.

You can define standard participant roles:

For example, for your exhibitions, you can define predefined roles to assign to the people and institutions that work with you.

If you want to fill in the Curator and Initiator roles each time (as in this example), you can define them by default in the template.

➡️ You can find out more about the Participants field here: Participants

Rename Template or delete Template

To rename or delete your templates, click on the three dots to the right of the template.

Now you can either select the pencil to rename the template or select the trash can to delete the template.

Customize record and save as template

In addition to the option of using kleio templates, you also have the option of creating your own templates. You can put together the fields you need for your work from the various fields.

Before you create your own templates, we recommend that you create a few works with the Project template or a few exhibitions with the Presentation template and familiarize yourself with the various fields.

Then use the Edit fields function to create your "dream record" for a type. For example, you create a new work with the Project template and add all the fields that are still missing and hide fields that you don't need.

When you are happy with your record, you can turn it into a template. To do this, follow these steps:

1 - Click on Edit Fields

2 - Click on Create Template

3 -The template drop-down opens. Your template is created. Give it a name. Give it a name that you will easily recognize!

In this example my Template is called “My new Template”. Tipe the name and click enter.

4 - Your template is now created!

5 - Close the record and click on the plus to create a new record. And click on show all. Your template will now appear next to the kleio templates.