TABLE OF CONTENTS
Purpose
Clone Templates allow system administrators to create templates that end users can leverage to replicate existing records across modules within the CGR Platform.
This feature ensures data consistency, preserves relationships between linked items, and streamlines the creation of new records based on established structures. Clone Templates are particularly useful for replicating standardised records in modules such as Risk, Action, and Obligations.
Important Notes
- This is a system administrator-only feature.
- Clone Templates offer full control over how records are duplicated, including:
- Customisable cloning options per module
- Preservation of relationships between original and cloned records
- Ability to exclude links or data fields during cloning
- Support for templating in specific modules
- Functionality control in detailed and list views
- Users must have the adequate RBAC access (see security groups) to be able to clone.
Step-by-Step Guide to Create a Clone Template
To enable cloning for a module, follow the steps below:
1. Go to the Admin > Clone Templates
2. Scroll to the desired module (e.g. Risk)
3. Click Add to begin creating a new Clone Template. Fill out the following fields:
| Field | Description |
| Title | Descriptive name for the template. This is what will be displayed to end users when they see the button to clone a record. |
| Purpose | Set to Cloning. You may also select Templating if available for the module. |
| Custom Type | This provides an option to restrict what custom type the clone is for (e.g. Project Risk, and not Operational Risk). Leave it blank if you wish to use this template for all custom types within a module. |
| Enabled | Select 'Yes' to activate the template. |
| Visible on Show | Enables the clone option in the record’s detailed view. This allows users to clone a single record. |
| Visible on Lists | Enables the clone option in the module’s list view. This allows mass-cloning to be performed by end users that has the required access. |
| Note | Add any instructions or guidelines for using the template. |
4. Configure Clone options:
| Field | Description |
| Title Prefix | Add a prefix (e.g., “Copy of”) to distinguish cloned records. |
| Ignored Fields | List any fields you don’t want included in the clone. These will be left blank for the new records created during the process. |
| Clone into Registers [Projects] | Allow cloned items to be added to multiple registers [projects] in one go. |
| Default Registers [Projects] | Set a default project for the cloned items and it is used in conjunction with the setting above. It pre-populates the registers [projects] field when this is enabled. |
| Link to Original | Maintain a reference to the original record as a ‘copy’. If enabled, any item with copies will show a panel at the bottom called ‘Copies’. This is a very useful setting since it shows how many records were created from a single original. |
| Progress Activities [Activity Stream] Enabled | Enabling this will include the Progress Activities [Activity Stream] as part of the clone. |
5. Click 'Save' to finish creating the clone template.
6. Return to the module; the Clone option should now appear in the list view. If it does not, check the team restrictions applied and you are part of that team.
Managing Clone Relations [optional]
Once a Clone Template is created, you can add Clone Relations to define how the new clone interacts with other modules. You can create multiple Clone Relations for a single template.
When adding clone relations, you may be able to set if you want them to be a new copy or link to the original record.
Note: The orange icon indicates the ‘unselected by default’ setting for a relation, meaning the user must manually enable that relation when cloning.
- Open the created template
- Select Add under Clone Relations
- Choose relevant modules to link (e.g., Cause, Actions, Attachments)
Best Practices & Tips:
- Keep templates up to date with current business processes
- For minor changes, edit the existing template
- For major changes, create a new template and deactivate the old one
- Use clear naming conventions to avoid confusion, especially when multiple templates exist for the same module or type
- Verify permission and visibility settings to ensure correct access
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