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Maintaining Project Templates

Objective

After completing this lesson, you will be able to describe how to upgrade and use project templates.

Upgrading Templates

Template upgrades enable you to automatically update certain projects with the changes you make to the template.

Tasks
Teams
Recurring phases
Documents
Conditions

Template Upgrade parameter must be enabled in your site.

When making changes to a template, you can choose to:

Upgrade all projects based on that template to the new version.
Let existing projects continue using old version, and let new projects use new version of the template.

Editing a template and publishing a new version does not affect any contract workspaces created with the previous version of the template by default.

SAP Ariba Contracts has an option for updating a contract workspace created from an updated template when the project owner amends the contract workspace.

Defining Template Upgrade Limitations

Template upgrade is supported in the following template types:
- Contract workspace
- Classic supplier performance management projects
- Supplier registration
- Modular supplier management questionnaires
Template upgrades only apply to supported projects that meet certain eligibility requirements, based on factors such as project status.

For a full list of Template Upgrade changes that can be made, please refer to the Project Template Guide → Template Upgrades.

Describing Template Upgrades – Conditions & Questions

Conditions:

Template upgrade applies updated template conditions to all projects.
Add and remove template conditions from projects.
Modifies project content depending on updated conditions in the project.

When you modify Questions in the template...	A template upgrade makes this change in projects...
Add a new question	Adds the new question to projects. Conditions based on new template questions are evaluated as false by default after template upgrade, and remain so until users answer the questions in the projects.
Remove a question	Removes the question from projects and makes visible any content that was previously hidden by conditions based on the removed question.
Modify a question	Modifies the question in projects, and removes the answers to the modified question, which causes content based on conditions related to the modified question to disappear from the project until users answer the modified question.

For example, if the previous version of a template displayed a document in all projects where the value for Commodity was Widgets, and the modified template condition displays the document in all projects where the value for Commodity is now Bolts, those projects with Commodity set to Widgets no longer display the document after upgrade. The projects with Commodity set to Bolts, which did not display the document before, will display the document after the upgrade.

Using the Advanced Options Tab for Template Upgrade Settings

In a template, the Advanced Options tab contains the settings below.

Settings	Description
Document Process Settings	Allow you to specify the number of Ad Hoc d-Forms and Savings Forms that can be added to a project.
Template Upgrade	Only visible if the parameter for Template Upgrade is enabled in your site. Template upgrades enable you to automatically update projects with the changes you make to the template. This section will only appear in templates where template upgrade is supported and will allow the template owner to choose whether or not existing projects should be updated to the newly published version of the template or not.

Settings

Description

Document Process Settings

Allow you to specify the number of Ad Hoc d-Forms and Savings Forms that can be added to a project.

Template Upgrade

Only visible if the parameter for Template Upgrade is enabled in your site.
Template upgrades enable you to automatically update projects with the changes you make to the template.
This section will only appear in templates where template upgrade is supported and will allow the template owner to choose whether or not existing projects should be updated to the newly published version of the template or not.

Document Settings

These settings apply to all project types. For example, you may provide a d-Form document within your template. In order to prevent users from creating a new Savings Form document, you can use the Document Process Settings to limit Ad Hoc creation to 0.

Before publishing, it is a best practice to check the Advanced Options tab to ensure that the template upgrade option is set as desired.

Using Template Upgrades

Template Upgrades may not occur in all associated projects at once, they may occur at one of the following times:

When a project with an updated template is amended.
- This applies to contract spaces
- Users will see projects that use latest template version
- History tab of project will display information about changes that were made to the project during template upgrade
When the scheduled task runs.
- Runs automatically once a day
- Upgrades about 7000 projects per 24 hrs
When an administrator runs a template upgrade task in SM Administration.
- This applies to supplier registrations and modular supplier management questionnaires

If you have a large number of projects across your SAP Ariba applications, you should keep in mind the amount of lag time for all projects to be updated.

The Advanced Options tab displays upgrade status information.

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