Templates
A template serves as a fixed structure or pattern for creating content quickly, consistently, and repeatably.
A template ensures that you don't have to start from scratch every time, but can fall back on a prepared structure. With kleio, you can set up your own individual and useful templates for works, projects, events, people, etc., giving you a structured form for each area.
Manage Templates
A. Create
- In the workspace (middle section of kleio), click on the plus icon in the top left corner.
- Click on “+ Create new template”.
- Give the template a name or title so that you can save it.
- Click Create record with template to create a new record directly.
Select one of the predefined templates that best describes what you want to document and customize the template to suit your individual needs.
Alternatively, you can find this template again later via the PLUS in the workspace (point 1).
Recommendation: Include the Type field in your template and select a tag that is as similar as possible to the name of your template, as this term will be displayed in the overview of the record.
B. Edit
When you click on the plus icon in the top left corner of the workspace (center area of kleio), a selection window with your templates will open.
Select “Edit” for the desired template.
The field overview will then open. There you can
- change the order of fields using drag & drop,
- show or hide fields by selecting or deselecting them, and
- set default content.
Remember - fields and content in the internal template will not be visible on your web pages. You can customize the display later.
Drag & Drop
You can change the order of the fields using drag & drop. The selected order determines how the fields are displayed in the record and on your web pages. You can arrange related fields above/below each other to make filling them out easier and improve internal organization.
Selection and deselection
By selecting and deselecting, you can specify which fields should be included in the template.
Black = Field is selected
White = Field is not selected
C. Delete
If there are templates that you do not want to use, you can always delete them.
This will NOT delete your records.
- In the workspace (middle section of kleio), click on the plus icon in the top left corner.
- Click “Edit” to the right of the template you want to delete.
- Then tap the three dots in the bottom right corner and delete the template.
D. Standard Content
In your templates, you can specify content for three fields, which will then be automatically filled in Records.
You can specify a standard type tag:
We recommend assigning a type tag to each template that is as similar as possible to the name of the template. Think about which tags you want to use, how you want to categorize your records, and then stick to your tags. This will allow you to filter efficiently later on.
You can designate a default author:
For your work or article template, we recommend that you designate yourself as the default author—this way, you won't have to fill in this field manually every time.
You can define standard participant roles:
For example, for your exhibitions, you can define predefined roles to assign the people and institutions you work with.
You can find more information about the Participants field here: Participants
If you want to fill the role of curator and initiator (as in this example) every time, you can specify this as the default in the template.
Create a record from a template
- In the workspace (middle section of kleio), click on the plus icon in the top left corner.
- Select a template to use for creating the new records. The record will open and you can enter content and media.
Note: If you see templates that you no longer want to use, you can delete them—see above—Edit templates.
When you create a record from a template for the first time, a Smart Set is automatically created in your left-hand internal panel.
Create record(s) directly via images/file upload (Bulk Upload)
- In the workspace (middle section of kleio), click on the plus icon in the top left corner.
- The creation window opens. Click on Upload images/files to add files.
- one record with all files or
- one record per file should be created.
If you select multiple files, you can specify whether
- Select a template to use for creating the new records.
A: If you have selected All files for one record, the record will open and you can continue editing it.
B. If you have selected one record per file, these will be created and displayed together in a set in the left panel. This allows you to easily find these records and continue editing them. You can simply delete the set afterwards.
If you have not yet created the appropriate template, you must do so first. You can do this by clicking on + Create new template.
Overwrite existing records with template (Bulk Edit)
When you overwrite records with existing templates, previously entered information and used fields are not removed, but only supplemented.
- Select the record or records to which you want to apply a template.
- Click Edit in the bottom left corner of the action menu. Various editing options are available in the window that opens.
Select “Overwrite selected records with template”.
- Select the desired template and apply it.
You can continue working in the meantime. Once a green confirmation message appears in the upper right corner, the template has been successfully applied to the selected records.
