Using the Template Library

Overview

The Template Library is where all report templates in your Strobes workspace live. It gives you a single place to browse, search, create, edit, and manage every template used to generate reports — whether they were built by your team or provided by Strobes as defaults. From this tab you can customize template content and layout, control who has edit access, and lock templates to prevent unintended changes.

Before You Start

• You must have access to the Reports section in the left sidebar.
• To create or edit templates, you need the appropriate role permissions in your Strobes workspace.
• Manage access controls (ownership, locking, co-editors) are only available to the template owner or a user with manager privileges.

Step 1 — Navigate to the Template Library

Click the Reports icon in the left sidebar. The All Reports page opens with three tabs: Reports, Template Library, and Audit Logs.

Step 2 — Open the Template Library Tab

Click the Template Library tab. The page switches to a card grid view showing all templates available in your workspace. An Add Template button appears in the top-right corner.

Step 3 — Review the Template Cards

Each template card displays:

Step 4 — Filter Templates

Click the filter dropdown on the right side of the search bar. It defaults to All templates. The available filters are:

Select the filter that matches what you are looking for. The grid updates immediately.

Step 5 — Search Templates

Click the Search templates bar at the top of the Template Library and type a template name. The grid filters in real time as you type. To clear the search, click the X that appears inside the search bar.

Step 6 — Quick-Edit a Template from the Card

Hover your cursor over any template card's thumbnail. A pencil (edit) icon appears. Click it to open that template directly in the Template Editor. This is a shortcut to the Edit option in the three-dot menu.

Step 7 — Open the Template Actions Menu

Click the three-dot menu (...) in the top-right corner of any template card. This menu provides six options:

Step 8 — Edit a Template

Click Edit (or the pencil icon on the thumbnail) to open the Template Editor. The editor has three main areas:

Left panel — Fields

The Fields tab shows two sub-sections:

• Basic Information: Pre-built dynamic fields that pull data automatically when a report is generated. These include fields such as organization name, deployment mode, asset count, finding count, export timestamp, exporter details, and hosted address. Click the + icon next to any field to insert it into your template at the current cursor position.
• Custom Form Fields: Fields your team has defined for collecting additional custom data at report generation time.

The Blocks tab provides pre-built content blocks you can insert into the template, and the Help tab documents available field syntax.

Center canvas — Template content

This is the main editing area. It works like a rich text editor with a full formatting toolbar: bold, italic, underline, strikethrough, lists, alignment, tables, images, links, code blocks, and more.

Dynamic values are inserted using double-brace syntax: {{ field_name }}. When a report is generated, Strobes replaces each placeholder with the actual value for that report run. You can type placeholders directly or insert them using the + icon next to a field in the left panel.

Top-right controls

• Toggle Split View: Displays the template canvas and a live preview side by side.
• Save: Saves your changes. Strobes records each save as a version entry in the template's version history.
• Exit: Returns you to the Template Library without saving unsaved changes.

Step 9 — View Template Version History

Click View history from the three-dot menu. A panel slides in from the right showing all saved versions of the template. If no versions have been saved yet, the panel shows "No versions recorded yet."

Each version entry records who saved the change and when. From this panel you can review or restore a previous version of the template.

Managing Template Access

The Manage access panel controls who owns a template, who can edit it, and whether it is locked against changes. Use it to protect finalized templates, share editing responsibilities, or transfer a template to a new owner.

Step 10 — Open Manage Access

Click the three-dot menu (...) on the template card you want to manage, then click Manage access. A panel slides in from the right side of the screen. The panel header shows Manage access and the template name directly below it.

Step 11 — Review Template Ownership

The OWNER section at the top of the panel identifies the current template owner. The owner's identifier appears as a chip. Only the owner (and co-editors when the template is unlocked) can make changes to the template.

Step 12 — Transfer Template Ownership

To hand off ownership of a template to another team member:

1. Click the Transfer ownership to dropdown.
2. Select the organization member you want to make the new owner.
3. Click Transfer ownership.

The ownership chip updates to reflect the new owner. The previous owner loses owner-level control over the template. Use this when a team member changes roles or leaves the project.

Step 13 — Understand Lock Status

The LOCK STATUS section controls whether the template can be edited. The behavior is the same regardless of lock state with respect to who can edit: only the owner and co-editors can ever modify a template. The lock setting enforces this and surfaces a visible Locked badge on the template card so your team knows at a glance that the template should not be changed.

Step 14 — Lock a Template

Click the Lock Status toggle to switch it from Unlocked to Locked. A success toast confirms the action: "Template locked." The template card in the Template Library immediately shows a Locked badge next to the template name.

To unlock a previously locked template, click the toggle again. A "Template unlocked" toast confirms the change and the badge is removed.

Step 15 — Add a Lock Reason (Optional)

Below the Lock Status toggle is an optional Reason field. Enter a short note explaining why the template is locked, for example: "Frozen for Q3 deliverables" or "Approved for customer delivery — do not edit." This note is visible in the Manage access panel so co-editors and other viewers understand the context.

Step 16 — Add a Co-Editor

The CO-EDITORS section shows how many co-editors are currently assigned. Co-editors can edit the template alongside the owner, but only when the template is unlocked. To add a co-editor:

1. Click the Add a co-editor dropdown in the CO-EDITORS section.
2. Select an organization member from the list.
3. Click Add co-editor.

The co-editor count updates and the member is listed in the panel. Co-editors do not have the ability to transfer ownership or permanently delete the template.

Step 17 — Recognize the Locked Badge on Template Cards

When a template has been locked via Manage access, a Locked badge appears directly next to its name on the template card in the library grid. This is a visual signal to your team that the template is protected. The three-dot menu for a locked template still shows all options, but edit actions will be restricted to the owner.

Step 18 — Close the Manage Access Panel

Click the X button in the top-right corner of the panel to close Manage access and return to the full Template Library view.

Tips

Starred templates are easier to find. Click the star icon on any template card to add it to your Favourites. Use the Favourites filter when you need to reach a frequently used template quickly without scrolling through the full library.

Use the Locked badge to protect approved templates. Once a template has been reviewed and approved for customer delivery, lock it from the Manage access panel. The Locked badge makes it clear to the rest of the team that the template should not be modified.

Add co-editors for shared ownership without full transfer. If multiple team members need to maintain a template, add them as co-editors instead of transferring ownership. Co-editors share edit access when the template is unlocked, without taking on the full responsibilities of the owner.

Transfer ownership when team members change roles. Template ownership is tied to the individual who created it. If that person leaves the project or changes teams, transfer ownership through the Manage access panel so the template remains maintained and unlockable by the right person.

Dynamic field placeholders pull live data at generation time. The {{ field_name }} syntax in a template is replaced automatically when a report is generated. You never need to manually update fields like organization name or export date — Strobes fills them in from the context of each report run.

Search filters by name, not content. The search bar in the Template Library matches against template names only. If you are looking for a template by the type of data it covers, use the Type badge on the cards (Created or Findings) or the filter dropdown to narrow your results first.